Project Management Training

Copyright © 2002 Terry Chambers. All Rights Reserved.

Project Management for Nonprofits

Project Management Training

PM101

Empowering Project Managers for Success


Agenda

● Introduction to Project Management● Starting a New Project


What Is Project Management?

● Managing projects is a matter of keeping scope, schedule, and resources in balance. This means planning, organizing, and tracking a project’s tasks and identifying and scheduling resources to accomplish those tasks.

– Scope is the range of tasks required to accomplish project goals.

– A schedule indicates the time and sequence of each task, as well as the total project duration.

– Resources are the people and/or equipment that perform or facilitate project tasks. Resources usually have costs, such as wages or operating expenses, that you may want to track.


Four Steps to Project Management Prowess

● Define the project● Create the project plan● Tracking and maintaining the project plan● Closing the project


Project Definition

● In the project definition stage, you make all the high-level decisions concerning the project

– Define the project scope. What goals do you want to accomplish? Which major tasks, and how many tasks, are required to accomplish these goals?

– Determine your resources. What resources — in particular, people and equipment — are available to help you achieve your project goals?

– Determine your schedule’s limits. How much time do you have to complete the project? What are the project’s milestones and deadlines?


The Project Plan

● The project plan is the heart of project management.

– Identify all the project tasks and who or what will do them. – Get work and time estimates for tasks, preferably from the

people directly responsible for those tasks. – Determine task dependencies. For example, find out if one task

can’t start until another finishes, if several tasks must start at the same time, or if two tasks must finish at around the same time.

– Enter task and project constraints. For example, you might want a task to begin on a certain date.


Tracking and Maintaining the Project Plan

● When the project begins, the plan becomes a valuable tool in helping direct and fine-tune the project

– Track project progress, comparing actual data to original estimates.

– Review resource, scope, and schedule factors to balance your priorities.

– Identify problems that could knock the project off schedule. – Analyze resource requirements throughout the project, making

sure, for example, that no one on your team is overloaded with work.

– Make midstream changes that will help you reach your project goals sooner.


Closing the Project

● Once you’ve achieved your project goals, it’s time to close the project.

– Compare your original plan to the actual course of project events.

– Analyze problems and identify areas for future improvement.

– Archive the project file. – Document corrective actions for future teams


Tasks, Resources, and Assignments

● Nearly every action you take within any Project plan does something to or for:

– Tasks– Resources– Assignments.

● These three components are the building blocks of any project.


Tasks

● The actual work that needs to be accomplished to meet your project goals can be broken into tasks.

● The scope of a project consists of all its tasks and all its goals.

● Cutting scope, for instance, often means eliminating some goals and the tasks needed to fulfill those goals.


Resources

● A resource is usually a person, but it can also be a piece of equipment, materials, services, or even a room — whatever is required to complete a task.

● The amount of resources you have can affect the project scope and the time it takes to complete a project.

● If, for instance, half of your team comes down with the flu, you may decide to cut the scope so that the project can be accomplished by the remaining team members and meet its original deadline.


Assignments

● When you assign a resource to work on a task, you have made an assignment.

● Assignments directly affect the amount of time required to complete a task and, indirectly, the total project time.

● When your deadlines change and you have to complete a project in less time than you had planned, you can assign more resources to a task.


Getting Started


Project Goals, Scope, & Assumptions

● Even before the team opens a new project file, they’ll need to consider carefully the project’s goals, scope, and assumptions

● Set clear project goals, scope, and assumptions

● These three elements hold the key to the project’s success


Goals

● The specific results you want the project to accomplish are the project’s goals and define the project’s purpose

– The Project leader and the team know exactly what they’re trying to accomplish and why, so the team stays focused.

– The Project leader can estimate the project scope and required resources accurately.

– The teams goals become measurable in terms of time, cost, quality, and quantity.

– The Project leader can judge whether the goals are realistic and achievable.

– The Project leader can determine when the project should be completed.


Scope

● The combination of all project goals plus the work required to accomplish those goals represents the scope of your project. It is the sum of all the individual, concrete tasks that your team must do.

● When you define scope, it’s as important to state what is not part of the project as it is to define what is part of the project.


Assumptions

● The project teams best guesses as to how various relevant factors are likely to affect the duration and cost of specific tasks, and of the project as a whole, are the project assumptions.

● Some, perhaps most, of the factors the team must take into account will be outside of their direct control.

● It’s best if the team states the assumptions clearly, right at the beginning of the project, and have others involved in the project review them.


Agenda

● Introduction to Project Management● Starting a New Project


To Start a New Project File

1. Click New.2. Enter a start or finish date.

– To enter a start date, type the date on which you want to start your project in the Start date box.

– To enter a finish date, click Project Finish Date in the Schedule from box, and then type a finish date from which to schedule your project in the Finish date box.

An empty project file appears. By default, the Gantt Chart view is displayed.


To Change a Project Start or Finish Date

1. On the Project menu, click Project Information.

2. Enter a start or finish date.

– To enter a start date, type the date on which you want to start your project in the Start date box.

– To enter a finish date, click Project Finish Date in the Schedule from box, and then type a finish date from which to schedule your project in the Finish date box.


Enter Project Goals, Scope, and Assumptions

1.On the File menu, click Properties.

2.Click the Summary tab.

3. In the Comments box, type your project goals, scope, and assumptions.

While no project management program can determine goals, scope, and assumptions for the team, Most project software makes it easy to

incorporate them into a new project plan.


Save Your Project

1. Click Save.

2. If this is the first time you’ve saved the project, type the project name in the File name box.

The first time you save your project, the PlanningWizard dialog box appears. The Planning Wizard continuously monitors your actions as you work. To turn the PlanningWizard on or off

1. On the Tools menu, click Options, and then click the General tab.

2. To turn on the PlanningWizard, select the Advice from PlanningWizard check box. To turn off the PlanningWizard, clear the Advice from PlanningWizard check box.


Breaking Your Project into Tasks, Phases, and Milestones


What Are Tasks, Phases, and Milestones?

● Tasks represent work that needs to be accomplished to meet a project goal.

● A group of related tasks is called a phase.

● The beginning or ending of a phase is a milestone.

● Milestones are tasks that require no actual work.


Phases

● A phase consists of a group of related tasks.● A phase represents a major step in the project. ● Breaking a project into phases enables the

team to: – focus on one aspect of the project at a time– see the logical flow of tasks in the project– determine whether any tasks are missing from that

phase– report project status at the right level of detail


Milestones

● Most of the tasks in a phase represent actions that must be taken.

● There are “tasks” that are included solely to indicate (or celebrate) the beginning or end of a phase.

● Milestones are tasks that require no actual work.

● They are interim goals that allow the team to track the progress of the project.


Enter Tasks

To enter a task in the Gantt Chart view

1. On the View Bar, click Gantt Chart.

2. In the Task Name field, type a task name. Use a verb and a noun to name tasks (for example, Pour concrete).

3. Click or press ENTER.


Delete Tasks

To delete a task


2. In the Task Name field, select the task you want to delete.

3. On the Edit menu, click Delete Task.

Note: You can restore a deleted task

Right After deleting it by clicking

Undo


Enter Recurring Tasks

To enter a recurring task

1. On the View Bar, click Gantt Chart.2. In the Task Name field, select the row above which you want to insert the

recurring task. 3. On the Insert menu, click Recurring Task. 4. In the Name box, type the task name. 5. In the Duration box, type the duration of a single occurrence of the task. 6. Under Recurrence Pattern, click the interval at which the task will recur.

The option you click determines whether the Daily, Weekly, Monthly, or Yearly options are displayed. If you select Weekly, you must also select a day or days of the week on which the task occurs.

7. Under Daily, Weekly, Monthly, or Yearly, specify the task frequency. 8. Under Range of Recurrence, type the start date in the Start box and type the

finish date in the End by box, or type the number of occurrences the task will occur in the End After datebox.

Note: If you don’t enter a date in the From box, the project start date is used.


Add Milestones

To enter a milestone


2. In the Duration field of the task you want to change, type 0days.



Estimating Task Lengths

● Each task in your project will take a certain amount of time to complete (unless it’s a milestone). That certain amount of time is called the task duration. To determine duration:– Base estimates on the experience of others. Find out from the people

who are or have been responsible for these tasks how long they think the tasks will take.

– Base estimates on your experience. If you have managed projects that included similar tasks, you might be able to apply your old estimates to the new tasks.

– Base estimates on past records, if any. Perhaps you have copies of past project plans that include estimated or actual durations for tasks similar to the ones in your current project.


Enter or Change Task Durations

To change a task duration


2. In the Duration field for the task duration you want to change, type the duration you want. To specify elapsed duration, precede the time unit with the letter "e" (for example, edays for elapsed days).



Enter the Duration Only

● As you enter tasks, the project tool automatically schedules them to start on the project start date.

– Once you add dependencies on other tasks, the project tool automatically sets more realistic start dates.

– To allow flexibility to dynamically schedule realistic start dates, you should enter the task duration only — not the start and finish dates for a task.

– By entering the start and finish dates for a task, you restrict the task to starting no earlier than the start date.

– By specifying the duration only, you enable the project tool to schedule flexibly, moving the start date forward or back if the prior tasks occurs later or earlier than planned.

– Restrict a task to start on a certain date only when it’s absolutely necessary.


Logical, Well-Ordered Task Lists

● Organize your tasks using a three-step process:– Put your tasks in a logical order

• Spot missing tasks or flaws in the logical flow of tasks

• Create a hierarchy to show each task as part of a major step

• Enter or move tasks such that your task list shows the required or most efficient order for performing the tasks

– Group related tasks• Cluster tasks to be done together in the same section of the task list

– Outline your task list• Show hierarchical dependencies among them by outlining them • Create a task outline by indenting tasks and outdenting tasks• When you indent a task to a level lower than the task above it, the task

above becomes a summary task. Typically, a summary task represents a phase or a subphase of your project


Order and Group Related Tasks

To move a task.


2. Click the ID number of the task you want to move.

3. Click Cut Task.

4. Select the row above which you want to insert the task.

5. Click Paste.

Note: By clicking the task ID number, you select the entire task row, including all the information for the selected task.

:


Summing Up Summary Tasks

● A summary task is a main task comprising subtasks. It is often used to identify the major and minor phases of your project.

● Summary tasks summarize information about its subtasks.

● You can create summary tasks containing subtasks that are themselves summary tasks.

● The advantage of creating an outline of summary tasks and subtasks is that it allows you to view and print your project plan at an appropriate level of detail. You can hide and show subtasks as you see fit.


Outline Your Task List

To indent or outdent a task


2. In the Task Name field, select the task you want to indent or outdent.

3. Click Indent to indent the task or click Outdent to outdent the task.


Expand and Collapse Summary Tasks

To collapse or expand an outline

1. On the View Bar, click Gantt Chart

2. In the Task Name field, select the summary task containing the subtasks you want to show or hide, or select the non-summary tasks you want to hide.

3. Click Show Subtasks to show the subtasks or click Hide Subtasks to hide the subtasks.

Note: To expand the entire outline, click

Show All Subtasks


Getting Tasks Done in the Right Order, at the Right Time


Linking Tasks

● To enable tasks to start at their proper time, you need to link the tasks to each other, based on their start and finish dependencies.

● Tasks will always be scheduled by their start date relative to the finish date of the linked task, no matter when these tasks occur

● The power of linking tasks is twofold: – The project tool can calculate all dates for you: task start and finish

dates, as well as the project finish date. Linking maintains the proper order of tasks even as scheduling changes occur.

– You can see instantly how changes in the start, finish, and duration of a task affect related tasks and the schedule as a whole.

● When necessary, finer control can be exercised by specifying overlaps and time gaps between tasks. The amount of overlap between two tasks is called lead time. The time gap, or delay, between tasks is called lag time. You can add lead or lag time

between any two linked tasks.


Which Task Link Should You Use?

● A task starts after its predecessor finishes

● A task starts when its predecessor starts

● A task finishes when its predecessor finishes

● A task finishes after its predecessor starts

● Finish-to-start (FS)

● Start-to-finish (SF)

● Finish-to-finish (FF)

● Start-to-finish (SF)

To indicate Use this task link Gantt Chart example

Note: Finish-to-start (FS) is the task link most frequently used. Start-to-finish (SF) is seldom used.


Create a Task Link

To link tasks in an FS dependency 1. On the View Bar, click Gantt Chart

2. In the Task Name field, select two or more tasks you want to link.

3. Click Link Tasks A link line appears on the Gantt Chart, connecting the two tasks.

You can also create an FS link between summary tasks: the start of one group of tasks depends on the end of another.

Note: Select nonadjacent tasks by holding down CTRL while you select the task.


Change or Remove a Task Link

To change a task link 1. On the View Bar, click Gantt Chart

2. Double-click the link line of the tasks you want to change.

3. In the Type box, click the task link you want.

To remove a task link

1. On the View Bar, click Gantt Chart

2. In the Task Name field, select the tasks you want to unlink.

3. Click Unlink Tasks The task will be rescheduled based on any other dependencies.


Tying Tasks to Specific Dates


Overlap or Delay Tasks

To add lead or lag time

1. On the View Bar, click Gantt Chart. 2. In the Task Name field, select the successor task you want, and

then click Task Information. 3. Select the Predecessors tab. 4. In the Lag field, type the lead time or lag time you want, as a

duration or as a percentage of the predecessor task’s duration. Type lead time as a negative number or as a negative completion percentage. Type lag time as a positive number or as a positive completion percentage. Use minute, hour, day, or week for the lead or lag time units. To specify elapsed duration, precede the time unit with the letter "e" (for example, edays for elapsed days). Elapsed days include weekends and other nonworking days.

Note: To add lead or lag time to a successor task quickly, double-click the link line on the Gantt Chart and type the lead or lag time in the Lag box of the Task Dependency dialog box.


Linked Tasks Can Be Flexible or Inflexible

● Constraints applied to linked tasks can be flexible or inflexible. – A flexible constraint allows a task’s start and finish dates to

be automatically recalculated when the dates of other tasks in the same linked sequence change.

– Inflexible constraints tie a task to a specific date. Typically, the dates for a task with an inflexible constraint don’t change when the dates of other tasks in the same linked sequence change. These dates remain fixed.

• Constrain a task if: • The constraint reflects an actual time restriction in the real

world. • The project will be penalized for not starting or finishing by a

specific date.


Types of Constraints

● As Soon As Possible (ASAP

● As Late As Possible (ALAP)

● Finish No Earlier Than (FNET)

● Start No Earlier Than (SNET)

● Starts the task as soon as possible based on links to other tasks. Allows schedule changes to start tasks earlier or later.

● Starts the task as late as possible based on links to other tasks. Allows schedule changes to start tasks earlier or later.

● Finishes the task on or after the date you enter. Allows schedule changes to finish tasks later.

● Starts the task on or after the date you enter. Allows schedule changes to start tasks later.

● Starting a task as soon as its links with predecessor tasks, if any, allow. Do not enter a date with this constraint.

● Starting a task as late as possible without delaying the project end date or the finish date of a successor task. Do not enter a date with this constraint.

● Tasks that can but shouldn’t finish before a specific date. Project automatically assigns this constraint when you enter a task finish date.

● Tasks that must start on or after a specific date. Project automatically assigns this constraint when you enter a task start date.

Constraint Description Use for


Types of Constraints (cont’d)

● Finish No Later Than (FNLT)

● Start No Later Than (SNLT)

● Must Finish On (MFO)

● Must Start On (MSO)

● Finishes the task on or before the date you enter. Allows schedule changes to move the finish date up to, but not beyond, the specified finish date.

● Starts the task on or before the date you enter. Allows schedule changes to move the start date up to, but not later than, the specified start date.

● Finishes the task on a specific date. Schedule changes don’t affect the finish date.

● Starts the task on a specific date. Schedule changes don’t affect the start date.

● Tasks that must finish by a specific date.

● Tasks that must start by a specific date.

● Tasks that must finish on a specific date.

● Tasks that must start on a specific date.

Constraint Description Use for


Constrain a Task to Start or Finish On or Near a Specific Date

To set a constraint

1.On the View Bar, click Gantt Chart. 2. In the Task Name field, select the task you want,

and then click Task Information. 3.Click the Advanced tab. 4. In the Constraint Type box, click a constraint type. 5. If you selected a constraint other than As Late As

Possible or As Soon As Possible, click a constraint date in the Date box. (Otherwise, Project uses the task’s current start or finish date.)


Constrain a Task to Start or Finish On or Near a Specific Date

To check a constraint


2. On the View menu, point to Table, and then click More Tables.

3. In the Tables list, click Constraint Dates.

4. Click Apply.


Resolve a Task Constraint Conflict

● A task with an inflexible constraint can cause a number of problems.– If the PlanningWizard is turned on, it displays a message each time

you set a constraint that causes or might cause a scheduling conflict.

To turn on the PlanningWizard

1. On the Tools menu, click Options.

2. Click the General tab.

3. Under PlanningWizard, select the Advice about errors check box.


Assembling Your Resources and Specifying Working Times


Adding Resources to Your Project

● What is the project scope? Assess whether your project goals are ambitious or small, many or few.

● What kinds of tasks need to be done? Think in terms of job categories. Do you need programmers, electricians, forklifts, or conference rooms?

● How many tasks need to be done? Dozens? Hundreds? Thousands?

● What set of skills is required for each task? You want to use human resources who can do the job right.

● How many resources do you need to complete each task on time? When you determine the number of resources needed to finish each task, you’ve determined the total number of resources you need to complete the project on time.

● Can one resource work on more than one task? Sometimes you can assign a person with more than one set of skills to work on more than one task, helping you reduce both headcount and overhead.


Creating a Resource List

To create a resource list

1. On the View Bar, click Resource Sheet.

2. On the View menu, point to Table, and then click Entry.

3. In the Resource Name field, type a resource name in a blank field.

4. If you want to designate a resource group, type a name for the group in the Group field. To add several resources to the same group, type the same group name in the Group field for each resource.

5. If necessary, type the number of resource units available for this resource in the Max. Units field.

6. Change the default information in the remaining fields as appropriate.

7. Repeat steps 3 through 6 for each resource.

Note: You can also create a resource list as you assign new resources to tasks.


What You Should Know About Units

● Units indicate the percentage of time a resource will spend working on a task.

– Example, if you assign a person to work full-time on a task, you’d assign that person at 100 percent units. If you want that person to spend only a quarter of his or her available time on the task, you’d assign that person at 25 percent units. When you assign a set of resources to a task, 100 percent units means you’ve assigned one resource from that set to work on the task full-time, 200 percent means you’ve assigned two resources from the set, and so on.


Modify the Project Calendar

● When you create a project plan, project automatically attaches the default project calendar "Standard" to your plan. The Standard calendar shows all weekdays as workdays and all weekends as nonworking days. The default working hours for each workday are 8:00 a.m. to 5:00 p.m., with a break from 12:00 p.m. to 1:00 p.m. If you want a different set of working and nonworking days and hours, you need to modify your project calendar.

● To ensure peace among the people whom you schedule, you probably want to modify the Standard calendar so that it at least designates national holidays as nonworking days.

● Most resources work specific shifts, just make sure that the workday start and finish hours equal the total number of hours they work each day. For instance, if a resource works 9 hours per day, you might specify start and finish times of 8:00 A.M. and 6:00 P.M., with a 1-hour break.

● Changes you make to a base calendar are reflected in the resource calendars that depend on it. Thus, if a national holiday will be taken by all your resources on a project, you should modify all the base calendars.


Create a Working Times Calendar for a Group of Resources

To modify a project calendar or create a working times calendar for a group of resources

1. On the Tools menu, click Change Working Time. 2. Click New. 3. In the Name box, type a name for the calendar, and then click

OK. A copy of the Standard calendar appears, with the name you specified.

4. On the calendar, select the dates you want to modify. 5. Click Use default, Nonworking time, or Working time to

modify the selected dates. 6. If you clicked Working time in step 5, type the times you want

work to start in the From boxes and the times you want work to end in the To boxes.


Assign a Group of Resources to a Working Times Calendar

To assign resources to a working times calendar


2. In the Base Calendar field of each resource you want to assign to a calendar, select the same base calendar.


Modify a Working Times Calendar for an Individual Resource

To modify a working times calendar for an individual resource

1. On the View Bar, click Resource Sheet. 2. In the Resource Name field, select a resource, and then click Resource

Information. 3. Click the Working Time tab. 4. In the Base calendar box, click the base calendar you want to modify for

the resource. 5. On the calendar, select the dates you want to change. 6. Click Use default, Nonworking time, or Working time to modify the

selected dates.

7. If you clicked Working time in step 6, type the times you want work to start in the From boxes and the times you want work to end in the To boxes.


Resources Working Midnight Shift

When a Resource’s Work Shift Begins on One Day and Ends on the Following Day

– If you have resources working night shifts that span 2 days, such as 11:00 P.M. to 7:00 a.m., select the first day of the work week and type 11:00 pm to 12:00 am, and then select the next day and type 12:00 am to 7:00 am. Repeat this process for each work day. Notice that the first day of the work week has evening hours only and the last day has morning hours only.


Assigning Resources to Tasks


Assigning Resources to Tasks

● When you do assign resources to tasks, you gain several benefits: – Your schedule mirrors your actual circumstances more accurately. – You can assign responsibility for tasks. – You can monitor workload and make adjustments to avoid overloading

resources. – You can track resource costs, often the largest portion of total project costs.


Task Scheduling: Work, Duration, and Resources

● Work is the amount of effort, measured in time units (like hours or days), put into a task by a resource. The total work for a task is the sum of all those time units, no matter how many resources are assigned to the task. For example, if two people each work 8 hours to complete a task, the total work for that task is 16 hours.

● Duration is the amount of time between the start and finish of a task. Project calculates a task’s duration based on the number of resources and the amount of work assigned to it. For a typical task, the more resources you assign to it, the shorter its duration will be.

● Resources are the people, equipment, office space, and so on that do — or facilitate — the work on a task. Using resources gives you further control over your schedule. For instance, if you want a task or the project as a whole to decrease in duration, you can add more resources.


Scheduling a Task

● The Link Between the Task and Its Predecessor– The start date that Project calculates for a task depends on the type of

link you have assigned it. For example, if it’s a finish-to-start (FS) link, the task begins as soon as its predecessor finishes. With a start-to- start (SS) link, the task begins when its predecessor begins.

● The Duration You Enter for the Task– Project uses the task’s duration to calculate the start date or finish date.

A good rule of thumb is to have a specific number of resources in mind when you enter a duration. For example, if you know that a task usually takes three people 8 hours to complete, enter the duration as 8 hours. When you assign resources to the task, remember to assign three of them all at once, or else change the duration accordingly.

● The Resource’s Working and Nonworking Time– Defined in a resource calendar, a resource’s working and nonworking

days and hours let Project know which days and how many hours per day a resource is available to work.


Assign One or More Resources to a Task

To assign a resource to a task On the View Bar, click Gantt Chart.

1. In the Task Name field, select the task to which you want to assign a resource.

2. Click Assign Resources

3. In the Name field, select the resource you want to assign to the task. If necessary, type the name of a new resource in a blank Name field.

4. Click Assign. A check mark to the left of the Name field indicates that the resource is assigned to the selected task.

Note: Double-click a resource in the Resource Assign-ment dialog box to display the Resource Information dialog box


Control When a Resource Starts Working on a Task

To control when a resource works on a task 1. On the View Bar, click Gantt Chart. 2. On the Window menu, click Split. 3. In the Task Name field, select the task for which you want the

resource’s work to be delayed. 4. Click the Task Form view in the bottom pane. 5. On the Format menu, point to Details, and then click Resource

Schedule. 6. If there is no work for the resource in the Work field, enter the work in

the field, and then press ENTER. 7. In the Delay field for the resource, enter the duration by which you

want to delay the start of the resource’s work. For example, type 2h for a delay of 2 hours; type 2d for a delay of 2 days.

8. Click OK. 9. On the Window menu, click Remove Split.


Removing Resources from Tasks

To remove a resource from a task


2. In the Task Name field, select a task from which you want to remove a resource.

3. Click Assign Resources.

4. In the Name field, select the resource you want to remove, and then click Remove.


Replace a Resource in One Step

To replace a resource with another resource


2. In the Task Name field, select a task with a resource you want to replace.


4. In the Name field, select the resource you want to replace, and then click Replace.

5. In the Name field, select one or more resources to assign to the task, and then click OK.


How to Assign and Manage Costs


How to Assign and Manage Costs

● When you add cost information to your plan, you can:

– Assign resource costs. – Determine the cost of each task. – Estimate the total project cost, which you can use to develop a

budget. – View the cost to date of a specific task or of the project as a

whole. – Control how costs are accrued. – Determine whether you can hire extra resources to accelerate

the schedule — without going over budget.


Assign a Rate to a Resource

To assign a rate to a resource


2. In the Std. Rate, Ovt. Rate, and Cost/Use fields for the resource, type the rates that apply, and then click or press ENTER.


Specify Default Standard and Overtime Rates

To assign a rate to a resource

1. On the Tools menu, click Options, and then click the General tab.

2. In the Default standard rate box, enter the new rate.

3. In the Default overtime rate box, enter the new rate.

4. Click Set as Default.

5. To change the default currency symbol and number of decimal digits, click the View tab, and then change the information under

Currency.


Assign More Than One Rate to a Resource

To assign more than one rate to a resource

1. On the View Bar, click Resource Sheet. 2. In the Resource Name field, select a resource, and then click

Resource Information. 3. Click the Costs tab.

The default cost rate table, A, is on top. If you don’t specify which of a resource’s cost rate tables to use for a task, Microsoft Project uses cost rate table A by default.

4. In the Standard Rate, Overtime Rate, and Per Use Cost fields, type the rates for the resource. You can also enter the date on which these rates become effective.

5. Click another cost rate tab, and then repeat step 4.


Assign a Specific Pay Rate to a Resource

To apply a specific pay rate to a task assignment

1. On the View Bar, click Task Usage.

2. In the Task Name field, select the resource whose pay rate you want to change for the associated task.

3. Click Assignment Information.

4. Click the General tab.

5. In the Cost rate table box, click the rate table you want to use

for this resource on this task.


Assign Different Rates to a Resource

To assign different rates to a resource


2. In the Resource Name field, select the resource for which you want to enter different rates.

3. Click Resource Information, and then click the Costs tab. The default cost rate table, A, is on top. If you don’t specify which of a resource’s cost rate tables to use for a task, Project uses cost rate table A by default.

4. In the Cost rate tables, type the effective date and the new standard, overtime, or per-use-cost rate in the corresponding fields of the first blank row.


Assign a Fixed Cost to a Task

To assign a fixed cost to a task


2. On the View menu, point to Table, and then click Cost.

3. In the Fixed Cost field, select the task, and then type the cost.



Control How Resource Costs Are Accrued

To select a method for accruing resource costs


2. In the Resource Name field, select a resource, and then click Resource Information.

3. Click the Costs tab.

4. In the Cost accrual box, click an accrual method. ● To accrue the cost when the task begins, click Start.

● To accrue the cost based on the completion percentage of the task, click Prorated.

● To accrue the cost when the task is completed, click End.


A Method for Evaluating and Adjusting Your Schedule


Make Your Plan Accurate and Complete

● Review Project Goals, Scope, and Assumptions● Add or Delete Tasks● Refine Task-Duration Estimates● Check the Project Finish Date● Determine If Fixed-Date Constraints Are Necessary● Check Costs vs. Budget● Identify and Correct Obvious Errors● Streamline Your Plan● Shorten the Schedule● Use Resources as Efficiently as Possible● Reduce Project Costs


Critical Tasks

● When you want to shorten your project schedule begin by examining your project’s critical tasks, the tasks that must finish on

time for the entire project to finish on time.

– By default, a critical task has zero total slack time, which is the amount of time a task can slip before it delays the project finish date.

– Project recalculates the critical path every time you change task data. A critical task may become noncritical and a noncritical task may become critical as you assign resources, change links, and so on.

– Decreasing the duration of a noncritical task has no effect on the project end date.

– Do not alter critical tasks to fine-tune your schedule until you can distinguish critical tasks from noncritical ones. Project provides several ways to display critical tasks and focus on the ones to which you should give the most attention.


Identify Tasks on the Critical Path

To identify tasks on the critical path

1. On the View Bar, click More Views.

2. In the Views list, click Detail Gantt or Tracking Gantt, and then click Apply.


Sort Critical Tasks by Duration

To sort critical tasks by duration


2. On the Project menu, point to Filtered for, and then click Critical.

3. On the Project menu, point to Sort, and then click Sort by.

4. In the Sort by box, click Duration, and then click Descending.

5. Click Sort.


Inflexible Constraints

By default, Project honors constraint dates. The start and finish dates of a linked task with an inflexible constraint, such as Must Start On, stay the same even if the schedule changes. To automatically recalculate a constrained task’s start and finish dates when the schedule changes, you can choose to have schedule changes override constraint dates. Because tasks with flexible constraints such as As Soon As Possible and As Late As Possible have no fixed dates to honor, they behave the same way regardless of the option you choose.

To set constraints so schedule changes can override them

1. On the Tools menu, click Options. 2. Click the Schedule tab. 3. Clear the Tasks will always honor their constraint dates check

box.


Delete Critical Tasks

To delete a critical task


2. In the Task Name field, select the task you want to delete.

3. On the Edit menu, click Delete Task.


Cut the Scope of a Task

To decrease the duration of a task


2. On the View menu, point to Table, and then click Entry.

3. In the Duration field, enter a new duration for the task.



Strategies for Reducing Task Duration

● Sort tasks by duration to see which critical tasks to shorten first.

● Assign more resources to tasks. Use this method if you have extra resources or underused resources.

● Increase the working hours for one or more resources. Use this method if you can increase the working hours for the resources.

● Assign overtime work. Use this method if resources with the required skills are already fully utilized during their normal working hours and if the budget permits the increased cost.


Assign More Resources

To assign more resources to a task


2. In the Task Name field, select the task for which you want to assign more resources.


4. In the Name field, select the resource you want to assign to the task.

● To assign a single resource, enter a number in the Units field to indicate the percentage of working time you want the resource to spend on the task. To assign the resource full-time, enter 100%; for part- time, enter a smaller percentage.

● To assign several different resources, hold down CTRL, and then select the resources.

● To assign more than one resource from the same set of resources, enter the number of units in the Units field. For example, if you assign two painters from the Painters set, enter 200%.

5. If necessary, type the name of a new resource in the Name field.

6. Click Assign. A check mark to the left of the Name field indicates that the resource is assigned to the selected task.


Assign More Resource Units

To increase the resource units assigned to a task


2. In the Task Name field, select the task for which you want to increase resource units.


4. In the Units field for the resource, enter the number of resource units you want, and then click Assign.


Increase Working Hours

To increase a resource’s work schedule

1. On the Tools menu, click Change Working Time.

2. In the For box, click the resource whose calendar you want to change.

3. On the calendar, select the days you want to change. To change a day of the week for the entire calendar, select the day at the top of the calendar.

4. Click Use default or Working time.

5. To change working time hours, type the new times in the From and To boxes.


Assign Overtime Work

To assign overtime work to a task


2. On the Window menu, click Split.

3. Click anywhere in the bottom pane.

4. On the Format menu, point to Details, and then click Resource Work.

5. In the top pane, select the task for which you want to assign overtime work in the Task Name field.

6. In the bottom pane, type the number of hours in the Ovt. Work field for each resource.


Strategies for Starting Tasks Earlier

● Rearrange tasks in a more efficient order. ● Break a large task into smaller tasks. ● Add lead time to tasks. ● Change the link type. ● Change the constraint type. ● Change the task type.


Change the Task Sequence

To move a task


2. Click the ID number (usually in the leftmost field of a task row) of the task you want to move. The entire row should appear highlighted.

3. Click Cut Task.

4. Click the ID number of the row where you want to insert the task.

5. Click Paste.

6. Examine the links between the moved task and its predecessor and successor tasks, changing these links as necessary.


Break a Large Task into Smaller Tasks

To break a large task into a summary task and subtasks 1. On the View Bar, click More Views. 2. In the Views list, click Detail Gantt or Tracking Gantt, and then click Apply. 3. In the Task Name field, select a single task on the critical path that could be

completed in several steps. 4. Click Unlink Tasks. 5. Remove the resources assigned to this task. 6. Select the task beneath the task you want to change, and then click New Task

on the Insert menu. 7. Repeat step 6 for each subtask you want to add. 8. For each new task, type a name in the Task Name field and a duration in the

Duration field. 9. In the Task Name field, select all the new tasks, and then click Indent to

make them subtasks of the original task. The original task becomes a summary task.

10.Link the new tasks as appropriate.


Add Lead Time to Tasks

To add lead time 1. On the View Bar, click Gantt Chart. 2. In the Task Name field, select the successor task you want, and

then click Task Information. 3. Click the Predecessors tab. 4. In the Lag field, type the lead time you want, as a duration (type a

negative number) or as a percentage of the predecessor task duration (type the negative completion percentage). For example, if the predecessor task has a duration of 2 days and you want the successor task to begin 1 day before the predecessor task is completed, type –50% in the Lag field. Lead time units are minute, hour, day, and week. To specify elapsed duration, precede the time unit with the letter "e" (for example, edays for elapsed days). Elapsed days include weekends and other nonworking days.


Change the Link Type

To check and change a task link


2. Double-click the link line you want to view or change.

3. In the Type box, click the task link you want.


Examine the Constraint Type

To examine constraints on tasks



3. In the Tables list, click Constraint Dates, and then click Apply.

4. Scroll to the right to view the Constraint Type and Constraint Date fields.

If a task must start or finish in relation to a specific date, you can change its constraint from the default (As Soon As Possible) or change it back to As Soon As Possible.


Change the Constraint Type

To change a constraint


2. In the Task Name field, select the task for which you want to change the constraint, and then click Task Information .

3. Click the Advanced tab, and then click a constraint in the Type box.

4. If the constraint requires a date, enter a constraint date in the Date box. If you don’t enter a date, Project uses the current date as the constraint date. Project recalculates the start and finish dates of all tasks

affected by the change.


Using Resources Efficiently: Resolving Over Allocations


Resolving Over Allocations

● Resource over allocations can be resolved with three strategies, which you can use singly or in combination:

– Adjust task properties. – Change assignments. – Modify a resource’s working time.


Find Over Allocated Resources

To find over allocated resources and their task assignments

1. On the View Bar, click More Views. 2. In the Views list, click Resource Allocation, and then click Apply. 3. On the View menu, point to Toolbars, and then click Resource

Management. 4. In the top pane, click the heading of the Resource Name field. 5. Click Go To Next Overallocation.

The next task under the next over allocated resource is highlighted in the Resource Name field.

6. In the top pane, look at the timescale to see when the resource is over allocated. Project displays in red the total hours of work assigned to an over allocated resource.

7. In the bottom pane, look at the timescale to see the tasks that occur on the over allocated dates.


Resolving Over Allocations

Resolve resource over allocations by adjusting tasks. ● Delay a Task Manually

– Delay a task manually if you want to delay one task at a time, see exactly how this delay affects the project schedule, and adjust the delay, if necessary. Delay a task manually until a resource has time to work on it.

● Delay Tasks Automatically – Delay tasks automatically if you want to resolve a number of over allocated resources all

at once. Delay tasks automatically by leveling the over allocated resources. Leveling delays or splits certain tasks in your schedule until the resources assigned to them are no longer over allocated.

● Cut a Task’s Scope – Cut a task’s scope if you want to avoid rescheduling a task or increasing its duration.

Decrease the amount of work required for a task by cutting its scope.

● Split a Task – Split a task if you want to schedule a resource only for the exact time periods that the

resource will actually work on a task. Alternatively, you can use this method to assign a different resource to each portion of a task.


Delaying a Task

To delay a task with an over allocated resource


2. In the Views list, click Resource Allocation, and then click Apply.

3. On the View menu, point to Toolbars, and then click Resource Management.

4. In the top pane, select an over allocated resource in the Resource Name field.

5. In the bottom pane, select a task that is assigned to the resource during the time the resource is over allocated in the Task Name field.


Delaying a Task (cont’d)

6. In the Leveling Delay field, type the duration by which you want to delay the task. To avoid delaying successor tasks and the finish date of the schedule, type a value that is not greater than the total slack for that task. You can see the total slack for a task by inserting the Total Slack field into the Leveling Gantt view in the bottom pane.

7. Press ENTER. The amounts of delay and slack for a task are indicated by thin lines next to each task.

8. If the resource is still over allocated, increase the delay value.


Delay Tasks Automatically

To delay tasks automatically to level over allocated resources

1. On the Tools menu, click Resource Leveling.

2. Click Manual to level resources only when you click the Level Now button.

3. In the Look for overallocations on a basis box, click a time period to determine the sensitivity with which leveling will recognize over allocations. Leveling will occur only if a resource is scheduled to do more work than it has the capacity for in the specified period.

4. Under Leveling range for, select whether you want the entire project leveled or only those tasks falling within a specific time period.

5. In the Leveling order box, click one of the following leveling orders:


Delay Tasks Automatically (cont’d)

● Click ID Only to have Microsoft Project check tasks in the ascending order of their ID numbers before considering other leveling criteria to determine which tasks to level.

● Click Standard to have Microsoft Project check tasks in the order of their predecessor dependencies, slack, dates, priority, and then task constraints.

● Click Priority, Standard to have Microsoft Project check tasks’ priorities to be leveled before considering predecessor dependencies, slack, dates, and then task constraints.

1. To prevent the finish date of your project from being moved out, select the Level only within available slack check box.

2. To have leveling adjust when a resource works on a task independent of other resources working on the same task, select the Leveling can adjust individual assignments on a task check box. When the task’s priority is set to Do Not Level, Microsoft Project will skip the task.

3. To interrupt tasks by creating splits in the remaining work on tasks or resource assignments, select the Leveling can create splits in remaining work check box.

4. Click Level Now.


Undo Leveling

To immediately undo the effects of leveling

● On the Edit menu, click Undo Leveling.

To remove the effects of the last leveling operation

● Click Clear Leveling in the Resource Leveling dialog box.


Prioritize The Delay Order of Tasks

To prioritize the delay order of tasks with over allocated resources

1. On the View Bar, click More Views. 2. In the Views list, click Leveling Gantt, and then click Apply. 3. In the Task Name field, select a task that has over allocated resources. 4. Click Task Information, and then click the General tab. 5. In the Priority box, click a priority for this task based on the order in which

you want Microsoft Project to level tasks, and then click OK. Microsoft Project delays tasks with the lowest priority first. If you don’t want a task to be leveled, click Do Not Level.

6. Repeat steps 3 through 5 for each task with over allocated resources. 7. On the Tools menu, click Resource Leveling. 8. In the Leveling order box, click Priority, Standard. 9. Click Level Now.


Decrease a Resource’s Work on a Task

To decrease the amount of work assigned to a resource

1. On the View Bar, click Resource Usage. Tasks are listed underneath the resources to which they are assigned. Over allocated resources are highlighted in red and displayed with an icon in the Indicators field.

2. In the Work field for the tasks to which the over allocated resource is assigned, type a lesser value until the over allocation is

removed.


Maintain Duration Decrease Amount of Work

To keep the duration of a task constant after you decrease the amount of work assigned to a resource


2. In the Task Name field, select the task whose duration you want unchanged, and then click Task Information.

3. Click the Advanced tab.

4. In the Task type box, click Fixed Duration.


Splitting a Task

● You split, move, recombine, and resplit tasks in several ways: ● You split a task into any number of portions. ● You remove the split between any two portions and recombine them. ● You move each portion of a split task independently of the other portions. That is,

you can change one portion’s start and finish dates without affecting the start and finish dates of the other portions.

● You move portions and change their durations in the same way you perform these actions for whole tasks.

● When you split a task, you don’t change its duration, regardless of the length of the gaps between portions. The duration of a split task changes only when you change the duration of a portion.

● You can change the duration of each portion of a split task without affecting the durations of the other portions.

● When you split a linked task, the entire task remains linked as a whole task. You cannot link portions of the same task or portions from different tasks. If you try to link a portion of one task to a portion of another task, Project links the whole tasks, not the portions.


Splitting a Task

To split a task


2. Click Split Task.

3. Position the pointer over the task bar you want to split, and then drag the task bar to create the split.

4. Repeat steps 2 and 3 for each portion you want to create.


Combining a Task

To combine two portions of a split task


2. Drag a portion from right to left until it touches the nearest portion.

The two portions merge into one task bar.


Assignment Adjustments That Resolve Over Allocations

● Shift Resources – You can shift resources from non-critical tasks to critical tasks

as long as this doesn’t inadvertently change the non-critical tasks into critical ones.

● Reassign Resources to Work Part-Time – You can reassign resources to work part-time if resources are

over allocated and you don’t want to reschedule any of their assigned tasks or remove them from any of the tasks.

● Reassign Under allocated Resources – You can assign under allocated resources to tasks that are

scheduled to be completed by over allocated resources. Use this method if there are resources with available time who are qualified to perform some of the tasks of the over allocated resources


Finding Slack in a Project

To find slack in your project schedule


2. On the View menu, point to Table, and then click Schedule.

3. Scroll or drag the divider bar to the right to view the Free Slack and Total Slack fields. In the Total Slack field, zero duration indicates a critical task (by default). Negative values in the Total Slack field indicate that there’s a scheduling conflict. (Typically, one task is linked to another task that can’t move, so Project may not honor the

link.)


Finding Slack in a Project Graphically

To display total slack graphically


2. In the Views list, click Detail Gantt, and then click Apply. The amount of total slack for a task is indicated by a thick dark line that is attached to the bottom-right corner of the task bar.


Reassign a Resource to Work Part-Time on a Task

To reassign a resource to work part-time on a task


2. In the Task Name field, select a task.


4. In the Name field, select the resource.

5. In the Units field, enter the percentage of time the resource is assigned to work on the task. For example, if you want the resource to work 25 percent of the time on the task, type 25%.

6. Click or press ENTER. Note: You can leave the Resource Assignment

dialog box displayed as you work.


Reassign Under Allocated Resources

To reassign work to an under allocated resource

1. On the View Bar, click Gantt Chart. 2. In the Task Name field, select a task. 3. Click Assign Resources. 4. In the Name field, select the under allocated resource. 5. In the Units field, type a new number so the resource is no longer

under allocated. 6. Click or press ENTER. 7. In the Name field, select the over allocated resource. 8. In the Units field, enter the new percentage of time the resource is

available to work on the task. 9. To take the over allocated resource off this task completely, click

Remove. Note: To find under allocated resources, display the Resource Usage view.


Modify a Resource’s Working Time

You can increase the amount of available working time in two ways. ● Schedule Longer Working Hours or Additional Shifts

– You can schedule longer working hours or additional shifts to increase a resource’s available work hours so that the amount of time the resource is over allocated is reduced or eliminated.

● Vary the Number of Hours a Resource Works on a Task – You can vary the number of hours a resource works on a task to

precisely match the number of hours a resource is assigned to spend on a task each day with the number of hours the resource actually does spend on the task. This will perhaps free up some extra time for the resource.


Schedule Longer Working Hours or Additional Shifts

To increase a resource’s working hours

1. On the Tools menu, click Change Working Time. 2. In the For box, click the resource whose calendar you

want to change. 3. On the calendar, select the days you want to change.

To change a day of the week for the entire calendar, select the day at the top of the calendar.

4. Click Working time. 5. In the From and To boxes, type the new working

times.


Vary the Number of Hours a Resource Works on a Task

To apply a contour to an assignment

1. On the View Bar, click Task Usage. Resources are grouped under the tasks to which they are assigned.

2. In the Task Name field, select a resource for which you want to apply a preset work contour.

3. Click Assignment Information, and then click the General tab.

4. In the Work contour box, click a contour pattern.

5. To change the start and finish dates for the resource assignment,

click the new dates in the Start and Finish boxes.


Reducing Costs


Costs You Can Display

●The total project cost. ●The total cost of an individual task. ●The total cost of a resource. ●The total cost of an assignment. ●Costs distributed over a task’s duration.


View the Total Project Cost

To view the total project cost

1. On the Project menu, click Project Information.

2. Click Statistics. In the bottom table, the total project cost is shown in the Current row of the Cost field.


View the Total Cost of a Task

To view the total cost of a task



3. Scroll or drag the divider bar to the right to view the Total Cost field.


View the Total Cost of a Resource

To view the total cost of a resource



3. Examine the Cost field to determine the total cost of the resource.


View How Costs Are Distributed over a Task’s Duration

To view how total costs are distributed over a task’s duration


2. On the Format menu, point to Details, and then click Cost.

3. Examine the Cost field to determine the total cost of the resource.

To view how baseline costs, actual costs, and cumulative costs

are distributed over a task’s duration


2. On the Format menu, click Detail Styles.

3. Click the Usage Details tab.

4. In the Available fields list, click the cost fields you want to show, and then click Show


Strategies for Reducing Project Cost

● Cut the project scope. ● Replace expensive resources with less costly

ones. ● Reschedule work.


Cut the Project Scope

● When your budget is fixed, and you’re unable to increase it, cost becomes your most important constraining factor. Your only option for staying within budget might be to reduce scope.


Replace Expensive Resources with Less Costly Ones

To replace an expensive resource with a less costly one


2. In the Task Name field, select the task for which you want to replace a resource.


4. In the Name field, select the resource you want to replace on the task.

5. Click Replace.

6. In the Name field, select the resource you now want to assign to the task, and then click OK.

Note: To compare resource costs, display the Resource Sheet view.

.


Viewing the Information You Want: Using Views, Tables, and

Filters


Views

● Sheets– Sheets offer the best way to view text-based information about your

project. A sheet is a spreadsheet-like representation (in rows and columns) of task or resource information.

● Charts and Graphs– Two other common kinds of views are charts and graphs. These

provide the optimal way of viewing graphically based information about your project. The Calendar view, for example, displays tasks as bars that stretch across days, weeks, and months. The Gantt Chart view is the most commonly used chart view.

● Forms– The best way to enter detailed information about tasks and resources

is to use forms. Forms are composed of editable areas called fields. You can click or tab to a field and enter just the information that is relevant to that field.


Available Views

● Bar Rollup● Calendar● Detail Gantt● Gantt Chart● Leveling Gantt● Milestone Date Rollup● Milestone Rollup● PA_Expected Gantt● PA_Optimistic Gantt● PA_PERT Entry Sheet● PA_Pessimistic Gantt

● PERT Chart● Task Details Form● Task Entry● Task Form● Task Name Form● Task PERT● Task Sheet● Task Usage● Tracking Gantt


Resource Views

● Resource Allocation● Resource Form● Resource Graph● Resource Name Form● Resource Sheet● Resource Usage


Display a View

To display a view

1. On the View Bar, click the view you want.

To select a view that doesn’t appear on the View Bar, click More Views, click the view you want in the Views list, and then click Apply.


Available Tables

●Task Tables●Resource Tables


Task Tables

Task tables can be applied to the following views:

– Bar Rollup – Detail Gantt – Gantt Chart – Leveling Gantt – Milestone Date Rollup – Milestone Rollup– PA_Expected Gantt – PA_Optimistic Gantt

– PA_PERT Entry Sheet – PA_Pessimistic Gantt – Task Entry – Task Sheet – Task Usage – Tracking Gantt


Task Tables

● Baseline● Constraint Dates

● Cost

● Delay

● Earned Value

● Displays baseline dates, work, and costs.● Displays task constraint information, including constraint

type and constraint date.● Displays cost information about project tasks, including

cost, baseline cost, variance, actual cost, and remaining cost.

● Displays resource-leveling information, including delay, duration, scheduled start and finish dates, successors, and resource names.

● Compares the expected progress with the actual progress to date for tasks that have resources assigned. It also shows, in terms of resource costs, the actual completion percentage of each task. This table can also be used to forecast whether the task will finish under budget or over budget based on the cost incurred while the task is in progress.

Task table Description


Task Tables (cont’d)

● Entry

● Export

● Hyperlink

● PA_Expected Case

● PA_Optimistic Case

● PA_PERT Entry

● Displays task names and durations, start and finish dates, predecessors, and resources.

● Displays the task fields that Microsoft Project will export in the MPX file format. Use this table to export a file in the MPX file format.

● Displays the web addresses of links assigned to tasks, leading to web sites and intranet files

● Used in conjunction with Microsoft Project’s PERT analysis features to evaluate the expected durations, start dates, and finish dates of tasks.

● Used in conjunction with Microsoft Project’s PERT analysis features to evaluate the best-case durations, start dates, and finish dates of tasks.

● Used in conjunction with Microsoft Project’s PERT analysis features to evaluate the probable durations, start dates, and finish dates of tasks.




● PA_PERT Entry

● PA_Pessimistic Case

● Rollup Table

● Schedule

● Summary

● Tracking

● Used in conjunction with Microsoft Project’s PERT analysis features to evaluate the probable durations, start dates, and finish dates of tasks.

● Used in conjunction with Microsoft Project’s PERT analysis features to evaluate the worst-case durations, start dates, and finish dates of tasks.

● Used in conjunction with Microsoft Project’s PERT analysis features to evaluate the worst-case durations, start dates, and finish dates of tasks.

● Displays scheduling information, including start and finish dates, late start and finish dates, free slack, and total slack.

● Displays basic project information, including task duration, start and finish dates, percent complete, cost, and work.

● Displays tracking information, including actual start dates, actual finish dates, percent complete, actual duration, remaining duration, actual cost, and actual work.




● Usage

● Variance

● Work

● Displays work, duration, and start and finish dates● Displays schedule variance information, including start and

finish dates, baseline start and finish dates, and start and finish variances.

● Displays work information, including baseline work, work variance, actual work, and remaining work.



Resource Tables

Resource tables can be applied to the following views:

– Resource Allocation (in the top pane only of a combination view)

– Resource Sheet – Resource Usage


Resource Tables

● Cost

● Earned Value

● Entry

● Export

● Displays cost information, including cost, baseline cost, variance, actual cost, and remaining cost.

● Compares the expected progress with the actual progress to date for tasks that have resources assigned. It also shows, in terms of resource costs, the actual completion percentage of each task. This table can also be used to forecast whether the task will finish under budget or over budget based on the cost incurred while the task is in progress.

● Displays resource groups, resource units, standard rates, overtime rates, cost per use, accrual method, and resource code.

● Displays the resource fields that Microsoft Project will export in the MPX file format. Use this table to export a file in the MPX file format.

Resource table Description


Resource Tables (cont’d)

● Hyperlink

● Summary

● Usage

● Work

● Displays the web addresses of links assigned to tasks and resources, leading to web sites and intranet files.

● Displays resource groups, maximum units, peak resource usage, standard rates, overtime rates, cost, and work.

● Lists the amount of work assigned to each resource.

● Displays work information, including baseline work, work variance, actual work, overtime work, and remaining work.

Resource table Description


Apply a Table

To apply a table

1. On the View Bar, click the view to which you want to apply a table.


2. On the View menu, point to Table, and then click the table you want to apply. To apply a table that isn’t on the Table submenu, click More Tables, click the task or resource table you want, and then click

Apply.


Types of Filters

There are two major groups of filters: task filters, which you apply to task views, and resource filters, which you apply to resource views. Within each of these groups are three types of filters: standard, interactive, and AutoFilters.

● Standard Filter● Interactive Filter● AutoFilters


Standard Filter

● A standard filter distinguishes tasks and resources based on one or two commonly used criteria. For example, when you apply the Critical filter, Microsoft Project displays only critical tasks. Most of the filters in Microsoft Project are of this type.

● A standard filter also allows you to compare the values in two fields for the same task or resource. For example, you could apply a filter to display tasks for which the actual cost is greater than the baseline cost.


Interactive Filter

An interactive filter prompts you for its filtering criteria. You can enter either a value or a range of values. For example, when you apply the Task Range filter, you specify the first task ID and the last task ID of the range you want to see.


AutoFilters

● An AutoFilter, available only in sheet views, displays tasks or resources that match a criterion associated with a specific column. Each column has one AutoFilter. For example, if one or more tasks listed in the Gantt Chart view have a duration of 2 days, the AutoFilter for the Duration field lists 2 days among its filtering criteria. If you select 2 days from the criteria list, Project displays only those tasks that have a 2-day duration.

● You can use any type of filter by itself or in combination with other types. For example, you can use the Duration field AutoFilter to display only tasks that have a duration of 2 days. You can narrow your focus still further by applying an interactive filter to display only those 2-day tasks that start after a certain date.


Task Filters

● All Tasks ● Completed Tasks ● Confirmed

● Cost Greater Than

● Cost Overbudget

● Created After

● Critical ● Date Range

● In Progress Tasks

● Incomplete Tasks

● Displays all the tasks in your project.

● Displays all tasks that are finished.

● Displays those tasks for which the requested resources have responded.

● Displays the tasks that will cost more than the currency amount that you specify. This is an interactive filter.

● Displays all tasks that have a cost greater than the baseline cost. This is a calculated filter.

● Displays all the tasks that you created in your project on or after the date you specify. This is an interactive filter.

● Displays all tasks that are critical.

● Prompts you for two dates and then displays all tasks that start or finish after the earlier date and before the later date. This is an interactive filter.

● Displays all tasks that have started but haven’t been completed.

● Displays all tasks and assignments that haven’t been completed.

Task Filter Description


Task Filters

● Late/Overbudget Tasks Assigned To

● Linked Fields

● Milestones ● Resource Group

● Should Start By

● Should Start/Finish By

● Slipped/Late Progress


● Displays the tasks assigned to the resource you specify that are exceeding the budget you allocated for those tasks or haven’t yet been completed and will finish after the baseline finish date. This is an interactive filter.

● Displays tasks to which information from other programs has been linked.

● Displays only those tasks that are milestones.

● Displays the tasks assigned to the resources who belong to the group you specify. This is an interactive filter.

● Prompts you for a date and then displays all tasks that should have started by that date but haven’t. This is an interactive filter.

● Prompts you for two dates and then displays those tasks that haven’t started and finished within the date range you specify. This is an interactive filter.

● Displays tasks that have either slipped behind their baseline scheduled finish date or that haven’t been progressing on schedule.


Task Filters

● Slipping Tasks ● Summary Tasks

● Task Range

● Tasks With Attachments

● Tasks With Fixed Dates

● Tasks/Assignments With Overtime

● Top Level Tasks ● Unconfirmed

● Unstarted Tasks


● Displays all tasks that are behind schedule.

● Displays all tasks that have subtasks grouped underneath them.

● Prompts you for two ID numbers and then displays all tasks within the ID range you specify. This is an interactive filter.

● Displays tasks that have objects attached or include a note in the Notes box.

● Displays all tasks that do not have the constraint As Soon As Possible or As Late As Possible or that have an actual start date.

● Displays the tasks or assignments on which resources are working overtime.

● Displays the highest-level summary tasks.

● Displays those tasks for which the requested resources haven’t confirmed their commitment.

● Displays tasks that haven’t started.


Task Filters

● Update Needed

● Using Resource

● Using Resource In Date Range

● Work Overbudget


● Displays tasks that have incurred changes, such as revised start and finish dates or resource reassignments, and need to be sent to resources for an update.

● Displays all tasks that use the resource you specify. This is an interactive filter.

● Displays the tasks assigned to a resource you specify that start or finish after a date you specify and before another date that you specify. This is an interactive filter.

● Displays all tasks with scheduled work greater than the baseline work. This is a calculated filter.


Resource Filters

● All Resources● Confirmed

Assignments

● Cost Greater Than

● Cost Overbudget

● Date Range

● Group

● In Progress Assignments

● Linked Fields

Resource Filter Description

● Displays all the resources in your project.

● Displays only those resources that have confirmed all their assignments. This filter is most useful when applied to the Resource Usage view.

● Displays the resources that will cost more than the amount you specify. This is an interactive filter.

● Displays all resources that have a scheduled cost greater than the baseline cost.

● Prompts you for two dates and then shows all resources with assignments that start or finish within the date range you specify. This is an interactive filter.

● Displays all resources belonging to the group you specify. This is an interactive filter.

● Displays all resources that have started assignments but haven’t completed them. This filter is most useful when applied to the Resource Usage view.

● Displays resources to which text from other programs has been linked.


Resource Filters

● Overallocated Resources

● Resource Range

● Resources With Attachments

● Resources/Assignments With Overtime

● Should Start By

● Should Start/Finish By


● Displays all resources that are scheduled to do more work than they have the capacity to do.

● Prompts you for two ID numbers and then displays all resources within the ID range you specify. This is an interactive filter.

● Displays resources that have objects attached or include a note in the Notes box.

● Displays those resources that are working overtime or those assignments on which resources are working overtime. This filter is most useful when applied to the Resource Usage view.

● Prompts you for a date and then displays all resources with assignments that should start by that date but haven’t. This filter is most useful when applied to the Resource Usage view. This is an interactive filter.

● Prompts you for two dates (the first for when an assignment should have started and the second for when the assignment should have finished) and then displays all resources with such assignments. This filter is most useful when applied to the Resource Usage view. This is an interactive filter.


Resource Filters

● Slipped/Late Progress

● Slipping Assignments

● Unconfirmed Assignments

● Unstarted Assignments

● Work Complete

● Work Incomplete

● Work Overbudget


● Displays resources assigned to tasks that have either slipped behind their baseline scheduled finish date or that haven’t been progressing on schedule.

● Displays resources whose assignments have been delayed and haven’t yet been completed. This filter is most useful when applied to the Resource Usage view.

● Displays resources who haven’t confirmed all their commitments. This filter is most useful when applied to the Resource Usage view.

● Displays resources who have confirmed but haven’t yet started their assignments. This filter is most useful when applied to the Resource Usage view.

● Displays resources that have completed all of their assigned tasks.

● Displays all resources that have scheduled work less than baseline work.

● Displays all resources with scheduled work greater than baseline work.


To Apply a Filter

To apply a filter

1. On the View Bar, click a view. To select a view that doesn’t appear on the View Bar, click More Views, click the view you want in the Views list, and then click Apply.

2. On the Project menu, point to Filtered for, and then click the filter you want to apply. To apply a filter that doesn’t appear on the Filtered for submenu or to apply a highlighting filter, click More Filters.

3. In the Filters list, click the filter you want. 4. Click Apply to apply the filter or click Highlight to apply a

highlighting filter. 5. If you apply an interactive filter, type the requested values, and

then click OK.


Turn Off a Filter

To turn off a filter

● On the Project menu, point to Filtered for, and then click All Tasks if a task filter is applied or All Resources if a resource filter

is applied.


AutoFilters

To apply an AutoFilter

1. If AutoFilters are not turned on, click AutoFilter. 2. In the field to which you want to apply an AutoFilter, click the arrow in the

column heading, and then click the value for which you want to filter the table. The arrow and field name for that column become blue.

3. To filter for an additional condition based on a value in another field, repeat step 2 in the other field.

4. To filter one field for two values or to apply comparison operators other than Equals, click the arrow in the column, and then click Custom.

5. If information changes, you can refresh your AutoFilter settings by clicking the arrow again, and then reselecting the filtering value.

6. To remove the filtering on a specific row, click All in the AutoFilter list for that column.

7. To turn off AutoFilters, click AutoFilter again.


Save AutoFilters

To save an AutoFilter as a normal filter

1. Click the arrow in the column heading, click Custom, and then click Save.

2. Make any changes to the filter, and then click OK.


Create or Modify a View

To create or modify a view

1. On the View Bar, click More Views. 2. To create a view from scratch, click New, click Single view or Combination view,

and then click OK. To create a view based on an existing view, click that view in the Views list, and then click Copy. To edit an existing view, click that view in the Views list, and then click Edit.

3. In the Name box, type a name for the view, select a screen type for a view created from scratch, select a table and a filter, and specify whether the filter should be a highlighting filter. To create a new combination view, click a view name in the Top box for the top pane and click a view name in the Bottom box for the bottom pane.

4. To display the new view on the View Bar and View menu, select the Show in menu check box.

5. Click OK. 6. To display the view, click Apply.


Create or Modify a Table

To create or modify a table 1. On the View menu, point to Table, and then click More Tables.

2. To create or modify a task table, click Task, and then click a table in the Tables list. To create or modify a resource table, click Resource, and then click a table in the Tables list.

3. To create a table from scratch, click New. To create a table based on an existing table, click that table in the Tables list, and then click Copy. To edit an existing table, click that table in the Tables list, and then click Edit.

4. In the Name box, type a name for the table.

5. In the Field Name column, do one of the following:


Create or Modify a Table (cont’d)

● If you’re creating a table from scratch, then for each field you want to include, click the field name, data alignment value, and column width value you want.

● If you’re copying or modifying an existing table, then for each field listed, click the field name, data alignment value, and column width value you want.

6. To add a column title other than the field name, type a title in the Title column, and then click a title alignment in the Align Title column.

7. In the Date format box, click a date format for date fields. 8. To display the table in the More Tables submenu, select the Show in menu

check box. 9. To prevent the first column from scrolling, select the Lock first column check

box. 10. Click OK.

11. To display the table, click Apply. If the table you’ve created or modified can’t be applied to the current view, the Apply button is unavailable. For example, if you’ve created a table based on Tracking (a task table) and the Resource Sheet is displayed, the Apply button

will appear gray.


Modifying a Table

To modify the current table quickly by adding a column

1. In a sheet view, apply the table to which you want to add a column, and then select the column to the left of where you want to insert the new column.

2. On the Insert menu, click Column.

3. Specify the field name, title, title alignment, data alignment, and width of the column.

4. To set the column width to the longest item in the column, click

Best Fit.


Remove Column From Table

To remove a column from a table

1. In a sheet view, select the column you want to remove.

2. On the Edit menu, click Hide Column.


Create or Modify a Filter

To create or modify a filter 1. On the View Bar, click any view except the PERT Chart or Task PERT.


2. On the Project menu, point to Filtered for, and then click More Filters. 3. To create or modify a task filter, click Task, and then click a filter in the

Filters list. To create or modify a resource filter, click Resource, and then click a filter in the Filters list.

4. To create a filter from scratch, click New. To create a filter based on an existing filter, click that filter in the Filters list, and then click Copy. To edit an existing filter, click that filter in the Filters list, and then click Edit.

5. In the Name box, type a new name for the filter. .


Create or Modify a Filter (cont’d)

1. Under Filter, select a field name and a test.

2. In the Value(s) field, click a value to test for or click a range of values separated by a comma (,). For example, if you clicked is within or is not within in the Test field, type "From"?,"To"? to create an interactive filter that requests a range of dates to test for.

3. If the filter will contain more than one criterion row, select additional conditions on the row immediately underneath the first row, and then click an operator in the And/Or field of the same row. You may need to use the left arrow key to see the And/Or field.

4. Click OK.

5. To apply the filter immediately, click Apply.


Advanced Project Management Topics

Customizing the Look and Feel of Your Project


Change the Wording and Fit of Column Headings

To change the wording and fit of column headings 1. On the View Bar, click the view you want to modify.


2. Double-click the column heading whose text or fit you want to change.

3. To change the text of the column heading, type a new column heading for the field in the Title box.

4. To change the alignment of the column heading, click the alignment you want in the Align title box.

5. To change the column width, enter the width you want in the Width

box.


Format Individual Text

To apply formatting to individual text

1. On the View Bar, click a sheet view. To select a view that doesn’t appear on the View Bar, click More Views, click the view you want in the Views list, and then click Apply.

2. Select the text you want to reformat.

3. On the Format menu, click Font.

4. Select the formatting options you want.


Format a Category of Tasks or Resources

To apply formatting to a task or resource category

1. On the View Bar, click the view you want to reformat. To select a view that doesn’t appear on the View Bar, click More Views, click the view you want in the Views list, and then click Apply.

2. On the Format menu, click Text Styles.

3. In the Item to Change box, click one task or resource category to reformat, and then select formatting options for that category.

4. Repeat step 3 to change the formatting of other categories of information.


Change the Color, Shape, and Pattern of Gantt Bars

To change the color, shape, or pattern of a Gantt bar category

1. On the View Bar, click Gantt Chart. 2. On the Format menu, click Bar Styles. 3. In the table, select the category row (such as Task or Milestone) you

want to change, and then click the Bars tab. 4. In the Shape boxes under Start shape, Middle bar, and End shape,

click the Gantt bar shapes you want. 5. In the Pattern box under Middle bar, click a Gantt bar pattern. 6. In the Color boxes under Start shape, Middle bar, and End shape,

click the Gantt bar colors you want. Some categories, such as Milestone and Task, have only a start shape. Others, such as Summary Task, have shapes for the start and end elements as well as for the middle bars.


Change the Color, Shape, or Pattern of Individual Gantt Bars

To change the color, shape, or pattern of an individual Gantt bar


2. In the Task Name field, select the tasks whose Gantt bars you want to reformat.

3. On the Format menu, click Bar, and then click the Bar Shape tab.

4. In the Shape boxes under Start shape, Middle bar, and End shape, click the Gantt bar shapes you want.

5. In the Pattern box under Middle bar, click a Gantt bar pattern.

6. In the Color boxes under Start shape, Middle bar, and End

shape, click the Gantt bar colors you want.


Change the Height of Gantt Bars

To change the height of Gantt bars


2. On the Format menu, click Layout.

3. In the Bar height box, click the height of the Gantt bars in points.


Change the Appearance of Link Lines

To change the appearance of link lines



3. Under Links, click the link line style you want.


Add Information to Gantt Bars

To add dates or other information to a Gantt bar category


2. On the Format menu, click Bar Styles.

3. In the table, select the type of Gantt bars (such as Milestone or Summary) to which you want to add text, and then click the Text tab.

4. In the Left, Right, Top, Bottom, and Inside boxes, click the fields

whose data you want to display on the Gantt bar.


Change the Format of Dates

To change the format of dates on Gantt bars


2. In the Date format for bars box, click the date format you want.


Add Dates to Gantt Bar

To add dates or other information to an individual Gantt bar


2. In the Task Name field, select the task whose Gantt bar you want to annotate.

3. On the Format menu, click Bar, and then click the Bar Text tab.

4. In the Left, Right, Top, Bottom, and Inside boxes, click the fields whose data you want to display on the Gantt bar.


Create a Custom Gantt Bar for a Task Category

To create a custom Gantt bar for a task category 1. On the View Bar, click Gantt Chart.

2. On the Format menu, click Bar Styles.

3. Select the row in front of which you want to insert a new Gantt bar, and then click Insert Row.

4. In the Name field of the new row, type a name for the new bar, and then press ENTER.

5. In the Show For Tasks field of the new row, click the category that the bar is to represent.

6. In the From and To fields, click the fields you want to use to position the start and finish points of the new Gantt bar. To create a symbol that represents a single date, click the same field in both the From and To fields.

7. Click the Bars tab.

8. In the Shape boxes under Start shape, Middle bar, and End shape, click the Gantt bar shapes you want.

9. In the Pattern box under Middle bar, click a Gantt bar pattern.

10. In the Color boxes under Start shape, Middle bar, and End shape, click the Gantt bar colors you want.


Roll Up a Gantt Bar to a Summary Task Bar

To roll up a Gantt bar to a summary task bar


2. In the Task Name field, select the subtask you want to roll up.

3. Click Task Information, and then click the General tab.

4. Select the Roll up Gantt bar to summary check box. The task bar is displayed as part of the summary task bar.

5. To hide the original subtask bar, select the Hide task bar check box.


Format Timescales

To format the timescale on your Gantt Chart

1. On the View Bar, click Gantt Chart. 2. On the Format menu, click Timescale, and then click the Timescale tab. 3. In the Units boxes under Major scale and Minor scale, click the units of time

you want to use. To display only the major scale time unit, click None in the Units box under Minor scale.

4. In the Label boxes under Major scale and Minor scale, click the labels you want to use.

5. In the Align boxes under Major scale and Minor scale, click the alignments you want.

6. In the Count boxes under Major scale and Minor scale, type the numbers of intervals you want between the unit labels on the major scale and on the minor scale. For example, if the major scale unit is weeks, and you type 2, the scale will be separated into 2-week segments.

7. To display vertical lines between unit labels, select the Tick lines check boxes.


Format Timescales (cont’d)

8. To display a horizontal line between the major and minor scales, select the Scale separator check box.

9. To reduce or enlarge the timescale so that you can see more or less time in the same space, type a new percentage in the Enlarge box. Major and minor scales are adjusted by the same amount.

10. To format nonworking time, click the Nonworking Time tab. 11. Under Draw, select whether you want the nonworking time bars to appear

behind or in front of task bars or not at all. 12. In the Calendar box, click the base or resource calendar to which you

want to apply the nonworking time format. 13. In the Color box, click the color of the nonworking time. 14. In the Pattern box, click the pattern of the nonworking time.


Format Gridlines

To format gridlines 1. On the View Bar, click any view except the PERT Chart, Task PERT, or

a form view. To select a view that doesn’t appear on the View Bar, click More Views, click the view you want in the Views list, and then click Apply.

2. On the Format menu, click Gridlines. 3. In the Line to change list, click the type of gridline you want to change. 4. In the Type box under Normal, click the line pattern you want to use.

If you don’t want a gridline for the selected line type, click the blank option in the Type box.

5. In the Color box under Normal, click the line color you want to use. 6. If the gridline appears repeatedly and you want contrasting gridlines at

specified intervals, click an interval, line type, and line color under At interval. To skip a gridline at certain intervals, click the blank option in the Type box under At interval.


Format a Gantt Chart Automatically

To format your Gantt Chart view automatically


2. Click GanttChartWizard.

3. Follow the GanttChartWizard instructions.


Sort a View

To sort a view 1. On the Project menu, point to Sort, and then click the sorting option you want.

To select a sorting option that doesn’t appear on the Sort submenu, point to Sort, and then click Sort by.

2. In the Sort by box, click a field by which to sort your data, and then click Ascending or Descending to specify the sort order.

3. To sort by an additional field, click the field in the first Then by box, and then click Ascending or Descending to specify the sort order.

4. To sort tasks within their outline structure so that subtasks remain with their summary tasks, select the Keep outline structure check box.

5. To permanently renumber your tasks based on the new sort order, select the Permanently renumber tasks check box. You can renumber your tasks only if you select the Keep outline structure check box first.

6. To return your tasks to their original sequence, click Reset. If you’ve permanently renumbered your tasks, you cannot return your tasks to their original sequence by clicking Reset.


Copy a Graphic from Another Program

To copy a graphic from another program

1. Open the program from which you want to copy a graphic.

2. Select the graphic you want to copy, and press CTRL+C.


4. On the Edit menu, click Paste Special.

5. In the As list, click Picture.


Copy a Project Graphic to Another Program

To copy a graphic from Project to another program 1. In Project, select the graphic you want to copy. 2. Click Copy Picture. 3. To copy the selected information so that it can be printed, click For

printer, and then click OK. To copy the selected information as a GIF image file, click To GIF image file, and then click OK. The default is to copy the information so that it can be displayed on the screen.

4. To copy only specific rows of information that you’ve selected, click Selected rows.

5. To copy only information that occurs between specific dates, click Date, and then enter the dates in the from and to boxes.

6. Switch to the document into which you want to paste the Project information.

7. Paste the information using the program’s Paste command.


Printing and Reporting


Print a View

To print a view.1. On the View Bar, click the view you want.


2. On the File menu, click Print.

3. Select the printing options you want, and then click OK. You can cancel printing at any time by pressing ESC.

To preview a view before printing 1. Click Print Preview.


Print a Report

To print a report

1.On the View menu, click Reports. 2.Click the report type you want, and then click Select.

If you chose Custom as the report type, click a report in the Reports list, and then go to step 5.

3.Click the report you want to print, and then click Select.

4. If you’re asked for specific values, enter the values, and then click OK. The report is displayed in the preview window.

5.Click Print.


Change the Content of a Report

To change the content and appearance of a report

1. On the View menu, click Reports. 2. Click Custom, and then click Select. 3. In the Reports list, click the report you want to customize, and then click

Edit. If you chose the Base Calendar or the Project Summary report, the Report Text dialog box appears. If you chose any other report, the Report dialog box for the selected report appears.

4. To change the look of a report’s text, click Text, make the changes you want, and then click OK.

5. To change the information contained in a report, enter the information you want in the appropriate boxes, and then select the options you want on the Definition and Details tabs.

6. To sort information, click the Sort tab, and then specify the sort options you want.


Add a Header, Footer, or Legend

To add a header, footer, or legend to a view

1. On the View Bar, click the view you want. To select a view that doesn’t appear on the View Bar, click More Views, click the view you want in the Views list, and then click Apply.

2. On the File menu, click Page Setup. 3. Click the Header, Footer, or Legend tab. 4. Under Alignment, click the Left, Center, or Right tab. 5. In the text box, type or paste text, add document or project information, or insert or

paste a graphic. 6. To change the appearance of text, select the text you want to change in the text box,

click, select the font options you want, and then click OK. 7. To add common information such as the page number, total page count, date, time,

and file name, click the appropriate button below the text box. 8. To add information such as the project title, company name, project start date, view

or report name, and last saved date, select the information you want from the list below the text box, and then click Add.


Add a Header or Footer to a Report

To add a header or footer to a report 1. On the View menu, click Reports. 2. Click the report type you want, and then click Select. 3. Click the report you want, and then click Select. 4. Click Page Setup, and then click the Header or Footer tab. 5. Under Alignment, click the Left, Center, or Right tab. 6. In the text box, type or paste text, add document or project information, or

insert or paste a graphic. 7. To change the appearance of text, select the text you want to change in

the text box, click, select the font options you want, and then click OK. 8. To add common information such as the page number, total page count,

date, time, and file name, click the appropriate button below the text box. 9. To add information such as the project title, company name, project start

date, view or report name, and last saved date, select the information you want from the list below the text box, and then click Add.


Remove a Header, Footer, or Legend

To remove a header, footer, or legend from a view


2. On the File menu, click Page Setup. 3. Click the Header, Footer, or Legend tab. 4. Under Alignment, click the Left, Center, or Right tab.

5. Select the text or graphic, and then press DELETE.


Remove a Header, Footer

To remove a header or footer from a report

1. On the View menu, click Reports. 2. Click the report type you want, and then click Select. 3. Click the report you want, and then click Select. 4. Click Page Setup, and then click the Header or Footer tab. 5. Under Alignment, click the Left, Center, or Right tab. 6. Select the text or graphic, and then press DELETE.


Print a View without Its Legend

To print a view without printing its legend


2. On the File menu, click Page Setup, and then click the Legend tab.

3. Under Legend on, click None. 4. Click Print.


Print a Legend on Separate Page

To print a legend on a separate page


2. On the File menu, click Page Setup, and then click the Legend tab.

3. Under Legend on, click Legend page.


Add Page Numbers to a Header, Footer, or Legend

To add page numbers to a header, footer, or legend

1. On the File menu, click Page Setup.

2. Click the Header, Footer, or Legend tab.

3. Under Alignment, click the Left, Center, or Right tab.

4. In the text box, place the insertion point where you want to add the information.

5. Click Page Number, Total Number of Pages, or both.


Running Page Count

To add a running page count

1. Type of between the Page Number symbol and the Total Number of Pages symbol: &[Page] of &[Pages]


Adjust Page to Fit View

To adjust page fit in a view

1. On the View Bar, click any view other than Calendar or Resource Graph. To select a view that doesn’t appear on the View Bar, click More Views, click the view you want in the Views list, and then click Apply.

2. On the File menu, click Page Setup, and then click the Page tab.

3. Under Scaling, click Fit to.

4. In the pages wide by box, type the number of pages you want.

5. In the tall box, type the number of pages you want.


Adjust Page Size

To adjust page size

1. For a view, click Page Setup on the File menu, and then click the Page tab. For a report, click Page Setup in the Preview window, and then click the Page tab.

2. Under Scaling, click Adjust to.

3. In the % normal size box, type the percentage at which you want information to appear on your printed pages.


Insert a Page Break

To insert a page break


2. In the Task Name or Resource Name field, select the task or resource that you want to appear at the top of a new page.

3. On the Insert menu, click Page Break.


Remove a Page Break

To remove a page break


2. In the Task Name or Resource Name field, select the task or resource below the page break.

3. On the Insert menu, click Remove Page Break.


Print Columns in a Sheet View

To print columns in a sheet view


2. On the File menu, click Page Setup, and then click the View tab. 3. To print all columns even if some are hidden behind a timescale,

select the Print all sheet columns check box. 4. To repeat a certain number of columns on each printed page,

select the Print first check box, and then type the number of columns in the columns on all pages box.

5. Click Print.


Set Up a Printer or Plotter

To select a printer or plotter and change its settings in

Project

1. On the File menu, click Print.

2. In the Name box, click a printer or plotter, and then click Properties.

3. Select the options you want to use, and then click OK.

4. Click Close.


Setting the Baseline


What is A Baseline

● A baseline is essential for tracking project progress. It contains your original scheduling, resource, and cost estimates.

● Once you’ve compared your baseline estimates to actual data, you can make any necessary changes to your project plan. You can monitor the progress of your project to ensure that tasks are continuing on schedule, resources are completing their work in the time allocated, and costs are not exceeding your budget.

● A baseline provides reference points against which you can compare project progress and know whether your project needs

adjusting.


Before You Set a Baseline

● The project start and end dates have been approved. ● Working times calendars have been adjusted for the project, all groups,

and each individual. ● The task list is complete. ● The resource list is complete. ● At least one resource is assigned to each task (except milestones). ● The workload is evenly distributed by resolving any resource over

allocations. ● The critical path has been shortened as much as possible. ● Each task link reflects the true task sequence. For example, if two tasks

can start at the same time, they are linked with a start-to-start dependency.

● No unnecessary constraints have been applied to any tasks. ● All unnecessary slack time has been cut from tasks, and slack remains

only in those parts of the schedule where it’s needed. ● Estimated project costs are within budget.


Set and Save a Baseline

To set a baseline

1. On the Tools menu, point to Tracking, and then click Save Baseline.

2. Click Save baseline, and then click Entire project.


Save Project with Baseline

To save a project file with baseline information

1. On the File menu, click Save As.

2. In the File name box, type a name that reminds you that this file is a backup of baseline information. For example, you might type <project name> baseline <today’s date>

3. Click Save.


Set an Interim Plan

To set an interim plan


2. Click Save interim plan.

3. In the Copy box, click the plan name you want to save.

4. In the Into box, click the name under which you want to save the plan.

5. Click Entire project or Selected tasks to save the portion of the

schedule you want.


Add a Task to a Baseline or Interim Plan

To add a task to a baseline or interim plan


2. In the Task Name field, select the task you want to add to the baseline or interim plan.


4. To add the task to the baseline plan, click Save baseline. To add the task to the interim plan, click Save interim plan.

5. Click Selected tasks. Note that if you click Entire project, you will reset the plan for your

entire schedule.


Change Baseline Information for One or More Tasks

To change baseline information for one or more tasks

1. On the View Bar, click Gantt Chart or any other task view.

2. In the Task Name field, select the tasks whose baseline information you want to change.


4. Click Save baseline, and then click Selected tasks. When you click Selected tasks, Microsoft Project updates the baseline data for the tasks you selected.


Tracking and Updating Your Schedule


Why Do We Track Progress?

● By tracking progress, you can: ● Keep your project up to date with actual data. ● Compare baseline data to actual data to help you

identify and solve problems as they occur. ● Produce status reports for management and project

participants. ● Maintain historical data to help LSI plan future projects

more accurately.


Which Information Should You Update?

● Task start dates● Task finish dates● Percentage of each task

that is complete● Task duration● Task cost● Work

● Actual Start● Actual Finish● Percent Complete

● Actual Duration● Actual Cost● Actual Work

To Track Enter Data in This Filed


Enter Actual Start and Finish Dates for a Task

To enter actual start and finish dates for a task


2. In the Task Name field, select the task you want to update.

3. On the Tools menu, point to Tracking, and then click Update Tasks.

4. Under Actual, type the dates in the Start and Finish boxes.


Enter Actual Start and Finish Dates for a Task

To enter actual start and finish dates for several on-time tasks at once


2. In the Task Name field, select the tasks that started and finished on time.

3. On the Tools menu, point to Tracking, and then click Update Project.

4. Click Selected tasks.

Note: Select nonadjacent tasks by holding down Ctrl while you select.

.


Enter the Actual Duration of a Task

To enter the actual duration of a task


2. In the Task Name field, select the task for which you want to enter the actual duration.

3. On the Tools menu, point to Tracking, and then click Update Tasks.

4. In the Actual dur box, enter the actual duration of the task.

If you think the task is going to be finished sooner or later than originally scheduled, you can enter a new value in the Remaining dur box.


Indicate Progress on a Task as a Percentage

To indicate progress on a task as a percentage


2. In the Task Name field, select the task you want to update.

3. Click Task Information, and then click the General tab.

4. In the Percent complete box, type a whole number from 0 to 100.

By default, Project indicates the percentage of the task that is complete as a thin, black line drawn horizontally through the middle of each task bar in the Gantt Chart view.


Update the Work Completed on a Task

To update the work completed on a task


2. On the View menu, point to Table, and then click Tracking.

3. Drag the divider bar to the right to view the Act. Work field.

4. In the Act. Work field, type the updated work value and the duration abbreviation for the assigned resource under the task for which you want to update the actual work value.


Update Actual Work on a Daily Basis

To update actual work on a daily basis

1. On the View Bar, click Resource Usage.

2. On the View menu, point to Table, and then click Work.

3. On the Format menu, point to Details, and then click Actual Work.

4. To enter actual values for a resource, select the column for the day you want to track, and then type a value in the field of the resource. To enter actual values for a task assignment, select the column for the day you want to track, and then type a value in the field of the task.


Update Actual Costs for a Resource Assignment

To update actual costs for a resource assignment

1. On the Tools menu, click Options, and then click the Calculation tab.

2. Clear the Actual costs are always calculated by Microsoft Project check box.

3. Click OK.



6. Drag the divider bar to the right to view the Act. Cost field.

7. In the Act. Cost field, type the actual cost for the assignment for which you want to update costs.


Update Actual Costs on a Daily Basis

To update actual costs on a daily basis

1. On the Tools menu, click Options, and then click the Calculation tab.

2. Clear the Actual costs are always calculated by Project check box.

3. Click OK.



6. On the Format menu, point to Details, and then click Actual Cost.

7. To enter actual values for a task, select the column for the day you want to track, and then type a value in the field of the task. To enter actual values for a resource assignment, select the column for the day you want to track, and then type a value in the field of the resource.


Updating the Remaining Work on a Task

To update the remaining work on a task

1. On the View Bar, click Gantt Chart. 2. On the View menu, point to Table, and then click

Work. 3. Drag the divider bar to the right to view the Remaining

field. 4. In the Remaining field of the task you want to update,

enter the remaining work value you want. Microsoft Project recalculates the total work required to complete the task and displays the new total work value in the Work field.


Insert a Split Between Actual Work and Remaining Work

To insert a split between actual work and remaining work


2. In the chart portion of the view, position the pointer over the incomplete part of the task you want to split.

3. Drag the task bar to the right to split the task and have a portion of it start later. Do not drag the finished portion of the task. If you drag the finished

portion of the task, you’ll move the entire task.


Reschedule Uncompleted Work to Start on the Current Date

To reschedule uncompleted work to start on the current date

1. On the View Bar, click Gantt Chart. 2. In the Task Name field, select the tasks you want to reschedule.

If you want to reschedule all remaining work in the project, do not select any tasks.

3. On the Tools menu, point to Tracking, and then click Update Project.

4. Click Reschedule uncompleted work to start, and then type the date from which you want to reschedule all remaining work.

5. To reschedule the entire project, click Entire project. To reschedule only the selected tasks, click Selected tasks.


Assessing the Variance Between Actual Data and Baseline Data

When you find variances in your schedule, you have many choices on how to adjust the schedule to accommodate the differences between the original estimates and the actual progress. For example:

● Adjust task dependencies. ● Assign additional resource hours. ● Reassign resources. ● Delete or combine some tasks. ● Adjust your budget. ● Increase task duration estimates.

● Extend deadlines.


Display Progress Lines in Your Project

To display progress lines in your project


2. On the Tools menu, point to Tracking, and then click Progress Lines.

3. Click the Dates and Intervals tab.

4. Select the Always display current progress line check box.

5. To show progress for the project status date, click At project status date. To show progress for the current date, click At current date.

6. To show your progress relative to a baseline plan, click Baseline plan under Display progress lines in relation to.


View Baseline Fields

To view baseline fields

1. On the View Bar, click Tracking Gantt.


3. In the Tables list, click Baseline, and then click Apply.


Compare Baseline Estimates to Actual Data

To compare baseline estimates to actual data


2. On the View menu, point to Table, and then click Variance.


Tasks Starting and Finishing According to Plan

To determine if tasks are starting and finishing according to plan


2. On the View menu, point to Table, and then click Variance.

3. Drag the divider bar to the right to view the variance fields.


Tasks Cost More or Less Than Budgeted

To determine if tasks cost more or less than budgeted



3. Drag the divider bar to the right to view the Total Cost and Baseline fields.

4. Compare the values in the Total Cost and Baseline fields.

5. For the cost variance, look at the value in the Variance field.


Analyze Costs Over Time Using Earned Value Table

To analyze costs over time with the Earned Value table



3. In the Tables list, click Earned Value, and then click Apply.

4. Drag the divider bar to the right to view all of the earned value fields.


Earned Value Data Daily

To view earned value data on a daily basis


2. On the Format menu, click Detail Styles, and then click the Usage Details tab.

3. In the Available fields list, hold down CTRL, click the fields you want to display, and then click Show.


Exchanging Project Information with Team Members and Others


Install a Web Server

To install a web server 1. Install Microsoft Personal Web Server from the Microsoft Project CD.

2. When you have finished installing the web server, click the Start button, point to Settings, and then click Control Panel.

3. Double-click Personal Web Server.

4. Click the Administration tab, and then click Administration. Your web browser opens to a settings file that has been newly installed to your computer.

5. Scroll down if necessary, and then click WWW Administration.

6. Click the Directories tab.

7. For the directory C:\WebShare\wwwroot, click Edit in the Action column.

8. Scroll down if necessary, and then select the Execute check box in the Access section.


Share Access to Web Folder

To share out the web server folder for others to access

1. In Windows Explorer (not the Internet Explorer), click the Webshare folder.

2. On the File menu, click Properties, and then click the Sharing tab.

3. Click Shared As, and then click Add. 4. In the Name list, hold down ctrl, and then click the name of each

workgroup member who will be receiving workgroup messages. 5. Click Full Access, and then click OK. 6. Click Web Sharing, and then select the Share folder for HTTP,

Read Only, and Execute Scripts check boxes.


Email Communication

To select e-mail as the method for workgroup communications

1. On the Tools menu, click Options, and then click the Workgroup tab. 2. In the Default workgroup messaging for resources box, click the

workgroup message option you want to use for most of your resources (you can change the message option for individual resources).

● To send workgroup messages through a MAPI-compliant, 32-bit e-mail system, click Email.

● To send workgroup messages through a web server (making use of an intranet or the World Wide Web), click Web.

● To send workgroup messages through both a MAPI-compliant, 32-bit e-mail system and a web server (making use of an intranet or the World Wide Web), click Email and Web.

● To prevent workgroup messages from being sent to resources, click None. (Select this option only if most of your resources don’t have access to an e-mail system, an intranet, or the World Wide Web.)


Web Communication

To select web as the method for workgroup communications

1. If you chose a web server, enter the Internet address (URL) for the web server that is servicing the workgroup in the Web Server URL (for resource) box. For example: http://workgroupmanager/project/

2. If you chose a web server, enter the path to where the web server software resides on the web server computer in the Web Server root (for manager) box. The Microsoft Project workgroup feature will set up directories and files to manage the activity of the workgroup on this path. For example: \\workgroupmanager\webshare\wwwroot\project

3. To apply your workgroup selections to all new projects, click Set as Default. 4. Click the General tab. 5. In the User name box, type the name by which you want to be identified in the

workgroup messages you send. 6. If you selected Web or Email and Web on the Workgroup tab, Microsoft Project

will notify you after you close the Options dialog box that it needs to copy files to the web server to set up the workgroup. To allow it to do so, click Yes.


Add a Resource’s Workgroup Identifier to Your Project

To add a resource’s e-mail address to your project

1. On the View Bar, click Resource Sheet. 2. On the View menu, point to Table, and then click Entry. 3. In the Resource Name field, select a resource whose e-mail address you

want to add. 4. Click Resource Information , and then click the General tab. 5. In the Email box, type the e-mail address for that resource, and then click

OK. If the resource is located outside your organization, be sure to include the entire address. For example, if the resource’s e-mail name is Chris and that resource can be reached through an Internet service provider called Provider (whose web server is registered as provider.com), the following address would be correct: [email protected]

6. Repeat steps 3 through 5 for all the other resources.


Change the Workgroup Messaging System for a Workgroup Member

To change the workgroup messaging system for a workgroup member

1. In a resource sheet view, select the resource whose messaging method you want to change.

2. Click Resource Information, and then click the General tab.

3. In the Workgroup box, click the method of workgroup messaging most appropriate for the resource.

4. If you want to follow the settings on the Workgroup tab of the Options dialog box, click Default.


Customize Workgroup Messages

To customize workgroup messages

1. On the Tools menu, point to Customize, and then click Workgroup.

2. To add a field, click Add. In the Field box, click the field you want, and then click OK. To change the name of the field you select in the Field box, type its new name in the Title box, and then click OK.

3. To remove a field, click the field you want to remove, and then click Remove.

4. To change the time interval in which workgroup members report completed work, click the interval you want in the Ask for completed work box.


Customize Workgroup Messages (cont’d)

● To report the number of hours per day that a workgroup member has worked on a task, click broken down by day.

● To report the number of hours per week that a workgroup member has worked on a task, click broken down by week.

● To report the total number of hours a workgroup member has worked on a task during the entire reporting period, click as a total for the entire period.

1. To track overtime work, select the Track overtime work check box.

2. To return workgroup messages to their default settings, click Return to Default Settings.


Set Notification Options for Receiving Workgroup Messages on the Web

To set notification options for receiving a new workgroup message

1. On the Tools menu, click Options, and then click the Workgroup tab.

2. Click the notification option that best suits your needs: ● If you’d like Microsoft Project to notify you when workgroup

members have replied to a web workgroup message you sent, select the Notify when new web messages arrive check box. If you’re in Microsoft Project when a reply arrives, a tone will sound and a dialog box will appear asking if you want to open the WebInbox. If you’re not in Microsoft Project when a reply arrives but Microsoft Project is running, a tone will sound and the Microsoft Project task box will blink on the Windows taskbar.


Set Notification Options for Receiving Workgroup Messages on the Web

● If workgroup members are using the TeamInbox and a MAPI-compliant, 32-bit e-mail system, select the Send hyperlink in E-mail note check box to send an e-mail notification with a hyperlink embedded in it when a web workgroup message is sent. When workgroup members open the notification and click the hyperlink, it opens their web browser so they can log on and respond to the workgroup message.

1. To have your workgroup selections apply to all new projects, click Set as Default.


Remove a Resource from a Web-Based Workgroup

To remove a resource from a workgroup

1. In a task view, open the file that was tracking the resource’s contribution.

2. On the Tools menu, point to Workgroup, and then click WebInbox. If necessary, enter your password.

3. Click Remove Resource.

4. Select the resource that you would like to remove from your workgroup, and then click Remove.

5. Click Yes.


Open the WebInbox - for the Workgroup Manager

To open your WebInbox

1. On the Tools menu, point to Workgroup, and then click WebInbox.

2. If you’ve set up a password for the WebInbox, you’ll be

prompted for the password. Enter your password.


Open the TeamInbox - for Workgroup Members

To open the TeamInbox

1. Start your web browser. 2. In the Address box, enter the URL of the web server that is servicing your

workgroup, the file name of the workgroup program (mspjhttp.exe), and a question mark. For example, if the web server name is workgroupmanager, then the URL for the web server (plus the workgroup program file name) is: http://workgroupmanager/project/mspjhttp.exe? Your workgroup manager can tell you the name of the URL.

3. In the User Name box, click your name. If the workgroup manager has not yet assigned you to any tasks, you will not be able to log on to the TeamInbox and your name will not be listed.

4. In the Password box, enter your password. If you haven’t logged on to the TeamInbox before, leave the Password box empty. If you try to enter a password, you’ll get an error message.

5. Click Go.


Send a TeamAssign Message

To send a TeamAssign task request

1. Select the tasks to which you want to assign a resource.

2. On the Tools menu, point to Workgroup, and then click TeamAssign.

3. To send a request about the selected task only, click Selected task, and then click OK. To send a request about all the tasks in your project, click All tasks, and then click OK.

4. In the Subject box, type the subject of the request. You may use the default subject, which is TeamAssign.

5. In the message area, type your message.


Send a TeamAssign Message (cont’d)

6. If a resource hasn’t already been assigned to the task:

● Select the To field for a task, and then click Assign Resources .

● In the Name field, select the resources you want, and then click Assign.

7. As an alternative, type the e-mail name of the resource you want to assign to the task in the To field, and then press ENTER. Resources already assigned to the task that have not confirmed their assignment are listed automatically in the To field. If a resource is new, it is added to the resource pool when you send the message.

8. Repeat step 6 for each task to which you’re assigning a resource for the first time.

9. Click Send. In the Indicators field of those tasks for which you’ve requested a resource, an envelope icon with a question mark appears, signifying that you’ve sent an assignment request but haven’t yet received a response from the resource.


Send a TeamUpdate Message

To send a TeamUpdate message

1. On the Tools menu, point to Workgroup, and then click TeamUpdate.

2. In the Subject box, type the subject of the update.


4. Click Send.


Send a TeamStatus Message

To send a TeamStatus message

1. Select the task for which you want status information. To get status information on several tasks, select each of the tasks.

2. On the Tools menu, point to Workgroup, and then click TeamStatus.

3. To send a request about the selected task only, click Selected task, and then click OK. To send a request about all the tasks in your project, click All tasks, and then click OK.

4. In the Subject box, type the subject of the status request.


6. Click Send. An indicator appears notifying you that you’ve sent a status request but have yet to receive a response.


Reply to a TeamAssign Message

To reply to a TeamAssign message

1. In your e-mail program or TeamInbox, open the TeamAssign message. To open a TeamAssign message in your TeamInbox, click the envelope

icon . To open a TeamAssign message in your e-mail program, click Reply.

2. In the message area, type a reply. 3. Accept or decline the request:

To accept the request, type Yes in the Accept? field (e-mail) or select the Accept? check box (TeamInbox).

To decline the request, type No in the Accept? field (e-mail) or clear the Accept? check box (TeamInbox).

4. Click Send.


Reply to a TeamUpdate Message

To reply to a TeamUpdate message

1. In your e-mail program or your TeamInbox, open the TeamUpdate message.

● To open a TeamUpdate message in your TeamInbox, click the envelope icon .

● To open a TeamUpdate message in your e-mail program, click Reply. 1. Review the changed schedule dates, and then do one of the following:

● Reply to the message. In your TeamInbox, type your reply in the Message box, and then click Send. In your e-mail program, type your reply in the Message box, and then click Send.

● In your TeamInbox or Microsoft Outlook, change your record of the tasks to reflect the update, and then click Update Task List.

● Close the message without replying. In your TeamInbox, click Inbox. In your e-mail program, click Close.


Reply to a TeamStatus Message

To reply to a TeamStatus message

1. In your e-mail program or your TeamInbox, open the TeamStatus message. – To open a TeamStatus message in your TeamInbox, click the

envelope icon.

– To open a TeamStatus message in your e-mail program, click Reply.

2. In the appropriate fields, enter information about the task’s actual status for each period. For example, type the actual start date in the Start field and the remaining work in the Remaining Work field.

3. In the Message box, type your message.

4. Click Send.


View and Act on New Workgroup Messages as the Workgroup Manager

To view and act on new workgroup messages if you use a web-based system

1. On the Tools menu, point to Workgroup, and then click WebInbox.

2. Enter your password if you have one, and then click OK. The WebInbox displays any messages that haven’t been deleted.

3. Select the message you want to view, and then click View.

4. To accept the workgroup member’s reply and incorporate it into your project file, click Update Project. Microsoft Project updates the project file, returns you to the WebInbox, and marks the workgroup member’s reply message as updated.

5. To update all messages at once, click Update All.

6. To return to the WebInbox without acting on the message, click Cancel.


View and Act on New Workgroup Messages as the Workgroup Manager

To view and act on new workgroup messages if you use an e-mail system

1. In your e-mail inbox, double-click the reply message to view it.

2. To reply to the workgroup message, click Reply, type your response, and then click Send.

3. To update your project file, click Update Project.

4. To return to the inbox without acting on the message, click Cancel.


Send Updated Status for Your TeamInbox

To send updated status for your TeamInbox tasks to your workgroup manager

1. Open your TeamInbox.

2. Click Task List.

3. Select each project that contains tasks for which you want to send updated status.

4. For each task you want to update, change the fields that require updating.

5. Click Send.


Change the WebInbox Password - for Workgroup Manager

To change the WebInbox password in Project

1. Open your WebInbox. 2. If you’ve set up a password for your WebInbox, enter

the password when prompted. 3. Click Password. 4. In the Old password box, type your old password.

If you’ve never entered a password in the WebInbox, the Old password box is unavailable.

5. In the New password box and the Confirm new password box, type your new password.


Change the TeamInbox Password - for Workgroup Members

To change the TeamInbox password for a workgroup member

1. Open your TeamInbox.

2. Click Change Password.

3. In the Old Password box, type your old password. If you’ve never entered a password in the TeamInbox, leave this box empty.

4. In the New Password box and the Confirm Password box, type your new password.

5. Click Go.


Log Off the TeamInbox

To log off the TeamInbox without exiting the browser

1. Click Logoff.

The TeamInbox logs off and is replaced by the logon screen.


Update Tasks in the Task List of Your TeamInbox

To update a task in your TeamInbox

1. Open your TeamInbox. 2. Click Task List. 3. If your Task List includes tasks from multiple projects, select the

check box for the group of tasks for which you want to send updates.

4. In the fields provided for entering the work performed on a task, enter the actual amount of work performed for each period.

● If you have overtime hours in a period, enter those hours in an overtime field for that task, if an overtime field is displayed.

● In the Remaining Work field, type the amount of time you think it will take to complete the task.

1. To save your task updates without sending them to the workgroup manager, click Save.


Modify Options of Your Task List in the TeamInbox

To change the options of your Task List

1. Open your TeamInbox. 2. Click Task List, and then click Options. 3. In the Period From and to boxes, enter the new dates for the

report period. These two dates are included as part of the report period.

4. In the Broken down by box, click the timescale by which the Task List will display tasks.

5. To change the day on which the week starts, click the day you want in the Week starts on box.

6. To display overtime work in the Task List, select the Display Overtime Work check box.

7. To save your changes, click Set new period options.


Delete Tasks in the Task List of Your TeamInbox

To delete a task

1. Click Task List.

2. For each task that you want to delete, select the Delete? check box.

3. Click Delete.


Create a Hyperlink

To create a hyperlink to a task, resource, or assignment in a sheet view

1. Open the project file in which you want to create the hyperlink.

2. In a sheet view, select a task, resource, or assignment.

3. Click Insert Hyperlink.

4. In the Link to file or URL box, enter the address of the destination file. ● If the destination file is located on your computer or on the

network, click Browse to locate it. ● If the destination file is located on a web site you’ve visited

recently, click the address in the Link to file or URL box. Note: To view hyperlink addresses, display the

Hyperlink table in a sheet view..


Add Additional Hyperlinks to a Task, Resource, or Assignment

To add more than one hyperlink to a task, resource, or assignment

1. In a sheet view that contains the task or resource, click the task, resource, or assignment.

2. Click Task Notes, Resource Notes, or Assignment Notes . 3. In the Notes box, enter the addresses of the files to which you want to

create hyperlinks. Add a space between each address or enter each address on a separate line by pressing ENTER after you enter an address. ● To enter the location of a file (such as on a computer or a network),

type: file:<path><file name> For example, file:\\computerX\folder\goodfile

● To enter the location of a web site, type: http:<URL> For example, http://www.goodfile.com


Go to a File Using a Hyperlink

To follow a hyperlink created with the Hyperlink command

1. Switch to a sheet view that contains the task, resource, or assignment to which you’ve added the hyperlink.

2. In the Indicators field, click.

Note: To stop a hyperlink before it is followed, click Stop Current Jump on the Web toolbar.

.


Go to a File Using a Hyperlink

To follow a hyperlink added to the Notes tab

1. Switch to the sheet view that contains the task or resource to which you’ve added the hyperlink.

2. In the Indicators field, double-click.

3. In the Notes box, double-click the hyperlink you want to follow.


Copy, Paste, or Move a Hyperlink

To copy, paste, or move a hyperlink

1. Switch to a sheet view. 2. On the View menu, point to Table, and then click Hyperlink. 3. In the Hyperlink field, select the task, resource, or assignment whose hyperlink you

want to copy or move. To select the field, click a field next to the hyperlink, and then use the arrow keys to move into the field.

4. If the hyperlink contains information in the SubAddress field, you need to also select the Address and SubAddress fields so that all three fields are selected. To select multiple fields, click a field next to the Hyperlink field, hold down shift, and then use the arrow keys to select all necessary fields.

5. To copy the hyperlink, click Copy. To move the hyperlink, click Cut.

6. In the Hyperlink field, select the task, resource, or assignment to which you want to add the hyperlink.

7. Click Paste.


Change the Destination of a Hyperlink

● To change the destination of a hyperlink

1. In a sheet view, select the task, resource, or assignment that contains the hyperlink.

2. Click Insert Hyperlink. 3. In the Link to file or URL box, enter the new destination address. 4. If you want the hyperlink to jump to a specific location within the

destination file, enter the location in the Named location in file (optional) box.

5. If you want a hyperlink to a directory to locate the linked file by using a path relative to the location where the project file that contains the hyperlink is saved, select the Use relative path for hyperlink check box. If you want a hyperlink to a directory to use the same address regardless of where you save the project file that contains the hyperlink, clear the Use relative path for hyperlink check box.


Delete a Hyperlink

To delete a hyperlink created with the Hyperlink command

1. Switch to a sheet view.

2. On the View menu, point to Table, and then click Hyperlink.

3. In the Hyperlink field, select the task, resource, or assignment that contains the hyperlink you want to delete. To select the field, click a field next to the hyperlink, and then use the arrow keys to move into the field.

4. Press DELETE.


Delete a Hyperlink

To delete a hyperlink added to the Notes tab

1. In a sheet view, select the task, resource, or assignment containing the hyperlink.

2. Click Task Notes, Resource Notes, or Assignment Notes.

3. In the Notes box, select the entire text of the hyperlink.

4. Press DELETE.


Working with Multiple Projects


Consolidate Project Files

To customize a project file consolidation

1. On the View Bar, click Gantt Chart. 2. Open a new or existing project file. 3. In the Task Name field, select where you want to insert the

projects. 4. On the Insert menu, click Project. 5. In the Look in box, click the drive, folder, or Internet location that

contains the project files you want to insert. 6. Hold down ctrl, and then click the project files you want to insert. 7. Click Insert.

The projects will be consolidated in the order they are listed. 8. Repeat steps 3 through 7 for each folder that contains project files

you want to insert into the consolidated project.


Consolidate Open Project Files Quickly

To consolidate open project files

1. Open all the project files you want to consolidate.

2. On the Window menu, click New Window.

3. In the Projects list, click the project files you want to consolidate.

4. To have the consolidated project appear in a view other than the

one currently displayed, click a different view in the View box.


Break a Large Project into Smaller Projects

To break a large project into smaller projects

1. On the View Bar, click Gantt Chart. 2. Hold down CTRL, and then click the row heading of each task you want to break out as an

inserted project. 3. Click Cut Task. 4. Click New. 5. In the Start date box, enter the date you want the inserted project to start, and then click OK. 6. In the Task Name field, click the first row. 7. Click Paste. 8. Click Save. 9. In the File name box, enter a name for the inserted project, and then click Save. 10. On the Window menu, click the project into which you want to insert the new project file. 11. On the Insert menu, click Project. 12. In the Look in box, click the drive, folder, or Internet location that contains the project file you

want to insert. 13. In the folder list, click the project file you want to insert. 14. Click Insert. 15. Repeat steps 2 through 14 for each project file you want to insert into the consolidated project.


Link Tasks Between Projects

To link tasks between projects

1. Open both projects.


3. Hold down CTRL, click the projects that contain the tasks you want to link, and then click OK.


5. Position the pointer over the Gantt bar for the predecessor task and drag to the successor task in the other project. A finish-to-start task dependency is created. If the tasks you linked are not in a consolidated project, an external predecessor task is added to the project containing the successor task and an external successor task is added to the project containing the predecessor task.


To Link Two Projects

To link 2 projects

1. Open both projects.


3. Hold down CTRL, click the projects you want to link, and then click OK.


5. Position the pointer over the Gantt bar for the project summary task, and then drag to the summary task bar of the successor project. A finish-to-start task dependency is created. You can change this to a different type of task dependency.


Create a Separate Resource Pool

To create a separate resource pool 1. Open a new project file.

This file will contain the resource pool.

2. Enter information for each resource that is assigned to the projects that will share the resource pool.

3. Click Save.

4. In the File name box, type a name for the resource pool file.

5. Create the projects that will share the resource pool.

6. Open the projects that will share the resource pool.

7. Switch to one of the open project files.

8. On the Tools menu, point to Resources, and then click Share Resources.

9. Click Use resources, and then click the resource pool file in the From box.

10. To overwrite pool information with resource information from the selected project file (for resources that they have in common), click Sharer takes precedence.

11. Repeat steps 7 through 10 for each project that will share the resource pool.


Update Information in a Resource Pool

To update information in a resource pool

1. Open the project that shares the resource pool.

2. On the Tools menu, point to Resources, and then click Update Resource Pool.


Open Several Project Files at Once

To create a workspace

1. Open all the files you want to include in the workspace.

2. On the File menu, click Save Workspace.

3. In the File name box, type a name for the workspace file.

4. Click Save.


Project Management

PM 101

The End!

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Project Management Training